Requirements

The Office of Chief Financial Officer (OCFO) is the University’s primary division responsible for the financial functions of the university. Our dedicated team oversees the university procurement and sourcing process, accounts payable and receivable, tax compliance, financial reporting, general and sponsored accounting, treasury and debt management, payroll, revenue management, payment systems, and overall university budgeting. The Georgetown’s Office of Chief Financial Officer is committed to diversity. Along with daily efforts, all qualified applicants will receive consideration for employment without regard to race, color, religion, gender, age, disability, or veteran status. All are encouraged to apply.

The Executive Assistant serves as the primary administrative support to the Chief Financial Officer (CFO) and will report to the CFO’s Chief of Staff. Their main duties include scheduling, meeting and event planning, travel arrangements, board of director meeting planning, and communications. The incumbent is responsible for strategically managing the dynamic activities of the CFO, representing them with the upmost professionalism to internal and external senior level officers and executives including Senior Leadership, Administrators, Staff, and the public. Providing administrative support to the most Senior Level Executives at the university, additional responsibilities include, but are not limited to:

Strategic Scheduling Management

Maintain the CFO’s calendar, confirming appointments, supporting meetings, resolving conflicting priorities, and ensuring that things are on time, organized, and well prepared for each meeting/appointment.

Manage the schedule of the CFO with agility, discretion, and diplomacy, adjusting daily plans without causing disruption.

Arrange CFO meetings, coordinating with staff to be present and collecting relevant documents, working to ensure that preparations for meetings are made in advance.

Independently analyze and assess how to efficiently and professionally manage the demanding schedule of the CFO by determining how requested meetings and calls fit into the priorities of the CFO, making decisions based on that assessment.

Schedule and coordinate agendas for budget development and review meetings including Spring/Fall Budget Formulation Process meetings, Faculty Senate Budget Committee meetings, and Campus CFO meetings.

Administrative Support

Coordinate all travel arrangements and reconcile travel and business expenses, streamlining processes and procedures for maximum efficiency.

Act as the central point of contact for all electronic files for the CFO office, assigning permission to folders/files.

Oversee all aspects of event planning for CFO-wide meetings and events held throughout the year, planning, coordinating, and setting up CFO meetings to include materials, food service, and audio/visual.

Ensure that new staff are added to the appropriate email distribution lists and provide new employees with on-boarding materials.

Create and approve invoices & POs in GMS for CFO purchases, creating expense reports when needed.

Work closely with the CFO Financial Officer to monitor departmental accounts for accuracy and appropriateness of charges.

Meetings, Presentation Coordination, & Communications

Provide admin support for Board of Director, Finance & Administration, and Audit committee meetings.

Work with the Office of the Secretary to establish committee meeting dates for both off-cycle and regular session meetings, developing board presentation work schedule and scheduling prep meetings.

Work with Secretary's office to develop the book for the board members, developing the seating chart and taking attendance at meetings.

Distribute meeting materials in advance of committee meetings to university staff who attend committee meetings, drafting and finalizing meeting minutes.

Work with the Secretary’s office to schedule meetings between the CFO and the committee Chairperson or committee members as needed.

Monitor OCFO mailbox, referring as appropriate to other staff and composing correspondence and memoranda from brief instructions on behalf of the CFO.

Draft internal CFO communications, including the CFO Bulletin and staff updates, helping to keep the CFO website up-to-date.

Requirements and Qualifications

Bachelor's Degree

At least 5 years of related experience required, (or equivalent combination of education and work experience)

Proven experience as an executive assistant or other relevant administrative support experience

In-depth understanding of entire MS Office suite and Google Drive applications with the ability to organize a daily workload by priorities

Must be able to meet deadlines in a fast-paced quickly changing environment

A proactive approach to problem-solving with strong decision-making skills and professional-level verbal and written communication skills

Strong interpersonal communication skills, organizational and planning skills, and timely and accurate communications

Detail-oriented, approachable, resourceful, professional, and discrete with the highest degree of confidentiality

Ability to establish and maintain effective and professional working relationships with senior-level contacts internally and externally

Ability to work independently and represent the Office, the CFO, and/or the University effectively and in a professional and courteous manner

Ability to be part of a collaborative team with the common goal of supporting the CFO