Executive Assistant

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Job Title: Executive Assistant

Department: Finance

FLSA Status: Exempt

Reports to: Executive Vice President for Finance & CFO

Work Schedule: 35 hours/week; 12 months/year

Union: N/A

Grade Level: 8

Salary Range: $66,000 - $82,400

General purpose:  Provide administrative support to the Executive Vice President for Finance and Administration, and CFO.

Essential Duties & Responsibilities:

• Complete a broad variety of administrative tasks for the CFO including: managing an extremely active calendar, following up on meeting requests and phone calls, and composing and preparing correspondence, agendas, and materials for internal and external meetings.

• Answer and screen phone calls

• Greet and provide parking passes, directions, and meeting detail to visitors

• Manage complex EVP calendar - extensive coordination of internal & external meetings

• Open, sort, and distribute correspondence, emails, and faxes

• Schedule, prepare agendas, book board room, and order food for Board Committee meetings

• Take minutes for Board Committee meetings – Audit, Finance, Building & Grounds and Investment Committees

• Take notes for other meetings as necessary

• Draft and write correspondence, prepare documents

• Assist with management of investments – filing, providing information to auditors, compiling subscription agreements, capital calls, mutual fund trades, and maintaining investment record

• Order all office supplies for the department; organize and keep the department supply room

• Order supplies for the shared kitchen; work with other administrative staff on the floor to ensure the kitchen is clean and any issues addressed

• Maintain filing system; organize and keep track of important documents

• Prepare invoices, reports, agendas, memos, letters, financial statements, and other documents, using Word, Excel, or PowerPoint

• Create various graphic materials as needed using PowerPoint and Constant Contact

• Sign off on leave time in Work Day for EVP’s direct reports

• Assist in the administration of the corporate credit card program

• Maintain a corporate credit card for use by departments within the division; track receipts, coding, and submit timely expense reports for all charges

• Compile EVP’s credit card and reimbursement expense reports

• Assist with the preparation of vendor checks and student account checks

• Submit all wire transfers, including domestic and international wires, and assist other departments with the preparation of wire transfers; keep accurate records of wire transfers

• Responsible for overall office management – office equipment, maintenance requests, key requests, campus tech requests, troubleshooting equipment problems, coordinating departmental staff meetings and events/holiday party

• Performs other duties as required

• Knowledge of:  Google Apps, Microsoft Office, and other Windows-based software, with a thorough knowledge of Excel required.

• Skills:  Must be self-motivated and possess exceptional organizational skills.   Excellent verbal and written communications skills, with a keen sense of attention to detail and accuracy.

• Ability to: prioritize and handle a multitude of tasks in a fast-paced confidential environment.

Minimum qualifications:

• Education:  Bachelor’s degree or equivalent degree. 

• Experience: Relevant experience providing administrative support and/or office management experience.

• Proven experience with complex calendaring

• Excellent written communication skills, including proper grammar and professional writing.

• Excellent verbal communication skills and ability to interact with a diverse range of internal and external associates, board members, and contacts in the community.

• Must be self-motivated and possess exceptional organizational skills with a keen sense of attention to detail and accuracy.

Preferred Qualifications:

• Experience working in Higher Education

• Experience with Work Day Financials.

Reporting to this position: No direct reports.

• Satisfactory Background Check

Physical demands and work environment: The physical demands and work environment characteristics described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Physical Demands: While performing the duties of job, the employee is occasionally required to stand, walk; sit; use hands to finger, handle, or feel objects, tools, or controls; reach with hands and arms; balance; stoop; talk or hear. The employee must occasionally lift up to (amt) pounds. Specific vision abilities required by the job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus. (may be adjusted depending on position)

• Work environment: While performing the duties of the job, the employee is exposed to weather conditions prevalent at the time. The noise level in the work environment is usually (minimal, moderate, or high).

•  Required training: Handbook orientation, Anti-Harassment, Hazard Communication, Emergency Plans & Fire Prevention, Personal Protection Equipment. (additional training may be added, SEE: EHS Manager training schedule)

Maryland Institute College of Art is committed to its policy of providing equal opportunity regardless of race, color, creed, national origin, religion, gender, sexual orientation, marital status, age, disability, or veteran status (disabled, Vietnam-era, or otherwise). Furthermore, the College does not tolerate any form of sex discrimination, including sexual harassment or sexual violence. This policy applies to all programs, facilities, and activities provided by Maryland Institute College of Art, including but not limited to admission, educational programs, and employment.

Applicants must apply online for each job in which they are interested. You will not be considered for any job for which you have not specifically applied. We do not accept applications via email, U.S. mail, or fax. Successful candidates for any staff or faculty positions will be subject to a pre-employment background check.

MICA provides reasonable accommodations to applicants with disabilities on a case-by-case basis. If you need a reasonable accommodation for any part of the application and hiring process, please contact Human Resources at 410-225-2363.