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Posted 1w ago

FO Executive Administrative Assistant

@ University of Lynchburg
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Lynchburg, Virginia, United States
OnsiteFull Time
Responsibilities:supporting executive, managing calendar, coordinating meetings
Requirements Summary:Provide executive administrative support to the VP for Finance; manage calendar, meetings, travel, email/voicemail, board committee materials, and prepare expense/budget reports; 5+ years admin experience and HS diploma required.
Technical Tools Mentioned:Konica Copiers and Scanners, Ellucian Colleague, Google Suite, Google Documents, Google Sheets, Google Sites, Google Calendar, Google Forms, Microsoft Excel, Microsoft Word, Microsoft PowerPoint
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Job Description

Executive Administrative Assistant to the Vice President for Finance



The University of Lynchburg, a private, regional university in the beautiful foothills of the Blue Ridge Mountains in Central Virginia, is seeking applicants for a full-time Executive Administrative Assistant to the Vice President for Finance position in the Finance Office.



This position reports to, is supervised by, and evaluated by the VP for Finance. The evaluation of work performance will be ongoing and will be carried out by the VP for Finance. It will include the specific duties and responsibilities of this position description, plus employee attitude and general working behavior.



Job Type: FT (Benefits Eligible)



Job Purpose: Responsible for providing administrative and executive administrative support to the Vice President for Finance.



Specific Job Duties: 



 


  • Provides executive administrative support to the Vice President for Finance (VPF).

  • Coordinates meetings with the VPF and a variety of campus and off-campus constituents and groups.

  • Serves as coordinator for the VPF’s schedule for appointments, meetings and travel. 

  • Manage an extremely active calendar of appointments. 

  • Prepare in advance all materials the VPF needs for upcoming meetings allowing time for review.

  • Circulate meeting materials in advance to attendees, and track follow-up items.

  • Provide administrative assistance to assigned Board of Trustees committees.

  • Keep the VPF informed of upcoming commitments and responsibilities, following up appropriately.

  • Serves as record keeper for policies, procedures, decisions, motions, actions, made by the VPF.

  • Manage the VPF’s email and voicemail by prioritizing, escalating, drafting responses as needed, and helping ensure that all correspondence to the VPF are appropriately and timely responded to.

  • Organize projects the VPF is leading to include emails, standing meetings, meeting agendas, meeting minutes, planning documents, and follow-up items.

  • When necessary, draft initial responses for the VPF’s review and may be primarily responsible for distributing the message/response.

  • Screen and direct calls coming into the VPF.

  • Under the guidance of the VPF, ensure that vacant University properties are placed with a management company for rental.

  • Responsible for all mail in and out of the VPF’s Office.

  • Prepare monthly expense analysis reports and monitor expenditures under the current budget for the Finance unit.

  • Performs routine duties – receptionist, processes mail, filing, order supplies, maintaining office equipment to be in good working condition.

  • Work with the Marketing and Communication Unit to maintain the webpage for the VPF and the VPF’s unit.

  • Serves as liaison with faculty, staff, students, alumni, trustees and friends of the University.

  • Timely notify the VPF of issues or concerns that arise, using sound judgement to suggest solutions and/or opportunities. 

  • Performs other related duties as assigned by the VPF.