Executive Assistant to Senior Vice President and Chief Financial Officer

Essential Duties & Responsibilities

• Oversees and manage complex calendars for senior leaders, ensuring efficient scheduling and time management
• Arranges and coordinate travel plans, including booking flights, accommodations, and transportation
• Organizes and facilitate meetings, including preparing agendas, coordinating with participants, and ensuring all necessary materials are available
• Drafts, reviews, and distributes both internal and external communications on behalf of senior leaders, maintaining confidentiality and accuracy
• Acts as the primary point of contact between executives and internal/external stakeholders, ensuring effective communication and timely resolution of inquiries
• Conducts research and prepare detailed reports to support executive decision-making processes
• Organizes, maintain, and manage critical documentation, ensuring easy access, confidentiality and retrieval
• Provides administrative and logistical support for internal/ external/ national boards, committees and/or councils which the senior leader participates in
• Plans and executes senior leader college/division wide events, meetings, retreats, and staff meetings
• Performs budget-related analysis, approves and processes expenses, and reconciles purchases
• Collaborates with other administrative staff and departments to support needs of area
• Assists with special projects and initiatives as directed by senior leaders, ensuring timely and successful completion
• Other duties as assigned

Knowledge, Skills, & Abilities

• Knowledge of office management, administrative procedures and policies, and university operations to ensure effective workflow and coordination
• Knowledge of office software and databases, including tools for scheduling, data analysis, and managing academic records
• Knowledge of financial systems and budget tracking processes for maintaining expense reports and processing invoices
• Skill in scheduling, organizing, and coordinating meetings, appointments, and events for multiple stakeholders with complex calendars
• Skill in drafting and preparing professional documents, presentations, and communications
• Ability to work independently and handle multiple tasks simultaneously in a fast-paced environment while maintaining attention to detail
• Ability to handle confidential information with discretion, ensuring compliance with organizational and legal privacy standards
• Ability to maintain accurate and organized records, ensuring that academic and financial documentation is up-to-date and compliant with university standards

Minimum Education & Experience

• Bachelor's degree in related field
• 8 years of related experience
• Equivalent combination of experience and education may be considered

Job Level Overview

Operations, Administrative, Service, or Technical Support Level 4 - Advanced or lead role with deep subject matter expertise and/or functions as a formal or informal team lead. Leads challenging and non-routine tasks, assignments, and projects, often coordinating across teams and developing new methods or techniques. Mentors less experienced staff and reviews or delegates work.

Additional Job Details

Professionally manages and oversees the day-to-day activities of the Senior Vice President of Finance and Administration (SRVP) including scheduling, Board of Trustee committee functions, divisional activities, travel arrangements and various university endeavors in an accurate, efficient, customer focused and professional manner. Ability to set work priorities, assess those items of a critical nature, and handle sensitive and confidential information. Manage both incoming and outgoing communications for the SRVP. Manage office workflow.

FLSA Category

Work Location

Compensation

Application Materials

When you are ready to complete an application for this position please be prepared to submit the below requested information.  This will be required to ensure your application is processed in a timely manner.

Candidates must be eligible to work in the United States.

Additional Details

In compliance with NYS's Pay Transparency Act, the salary range for this position is listed above. Rochester Institute of Technology considers factors such as (but not limited to) scope and responsibilities of the position, candidate's work experience, education/training, key skills, internal peer equity, as well as, market and organizational considerations when extending an offer. The hiring process for this position may require a criminal background check and/or motor vehicle records check. Any verbal or written offer made is contingent on satisfactory results, as determined by Human Resources. RIT provides equal opportunity to all qualified individuals and does not discriminate on the basis of race, color, creed, age, marital status, sex, gender, religion, sexual orientation, gender identity, gender expression, national origin, veteran status or disability in its hiring, admissions, educational programs and activities. RIT provides reasonable accommodations to applicants with disabilities under the Rehabilitation Act, the Americans with Disabilities Act, the New York Human Rights Law, or similar applicable law.

If you need reasonable accommodation for any part of the application and hiring process, please contact the Human Resources office at 585-475-2424 or email your request to [email protected]. Determinations on requests for reasonable accommodation will be made on a case-by-case basis.