Executive Assistant

6 days ago

Old Westbury, United States New York Institute of Technology Full time


Executive Assistant- Financial Affairs

Job Location(s)

US-NY-Old Westbury

Job ID

2024-3834

Division

Controller

# of Openings

1

Position Type

Staff

Type

Regular Full-Time

Category

Administrative/Clerical

Overview

New York Institute of Technology‘s six schools and colleges offer undergraduate, graduate, and professional degree programs in in-demand disciplines including computer science, data science, and cybersecurity; biology, health professions, and medicine; architecture and design; engineering; IT and digital technologies; management; and energy and sustainability. A nonprofit, independent, private, and nonsectarian institute of higher education founded in 1955, it welcomes nearly 8,000 students worldwide.


The university has campuses in New York City and Long Island, New York; Jonesboro, Arkansas; and Vancouver, British Columbia, as well as programs around the world. More than 112,000 alumni are part of an engaged network of physicians, architects, scientists, engineers, business leaders, digital artists, and healthcare professionals. Together, the university‘s community of doers, makers, healers, and innovators empowers graduates to change the world, solve 21st-century challenges, and reinvent the future.

For more information, visit nyit.edu.



Responsibilities

Reporting to the VP Financial Affairs, CFO & Treasurer (CFO), the Executive Assistant provides high-level, confidential administrative and operational support to efficiently accomplish multiple cyclical obligations related to financial and budget requirements, assist in preparing materials for Board of Trustee and committees (BOT), banks, rating agencies, insurers, auditors and other internal and external audiences; support the CFO and other finance staff in the accomplishment of key institutional and organizational goals. The position requires excellent judgment and discretion in independent matters of significance. The incumbent will also function as a liaison between the CFO and other internal departments and various external organizations. Other duties and responsibilities involve management of finance office operations, calendar management, purchasing, and related duties.

Responsibilities:

  • Organize and prioritize the CFO‘s communications and emails based on level of importance and priority.
  • Manage CFO‘s daily calendar, including scheduling, organizing meetings, confirming appointments, writing itineraries, organizing catering when necessary, and prioritizing the most sensitive matters. Effectively screens all visitors, calls, and determining what level of support is needed in a polite, professional manner.
  • Provide complex administrative support for the CFO and finance professional staff, including making travel arrangements, purchasing, and initiating payment for office supplies, equipment, and services; coordinating IT support; processing and monitoring basic office forms; communications, workflow, inquiries, and/or other related information.
  • Manage personnel action items for all staff, including assisting in drafting job descriptions, posting positions, monitoring applications, scheduling interviews, as needed.
  • Review standard operating processes and procedures to streamline and create efficiencies for the department and better effectively support the CFO.
  • Organize and maintain a comprehensive and accurate filing system classifying, retrieving, and disposing of correspondence, records, reports, and other documents.
  • Track multi-step projects and contracts/drafts under review by CFO and manage progress on advancement of open items; maintain related files and records; monitor approval and essential completion dates for project and contractual tasks.
  • Provide notary public services for CFO and other finance staff as needed for various contracts, banking requirements and other related needs.
  • Provide administrative support for CFO and other finance professionals in preparation of BOT materials. Similarly, provide support in drafting and completing presentation materials for financial reporting to academic Senate, Operating Budget Committee, rating agencies and other internal and external audiences.
  • Assist the CFO in preparation of all reports on departmental activities, departmental budgets, maintaining departmental records, and providing necessary documentation as needed for internal and external use.
  • Prepare meeting materials, room bookings, and other logistical support for all meetings.
  • Must be able to travel to other campuses as needed. Remote work permitted 1-2 days per week; 3-4 days in person.
  • Other duties as assigned.



Qualifications

Bachelor of Arts required.

New York State Notary Public license required (must have seal.)

Temp-to-perm position may be offered on contingent basis provided candidate successfully obtains NP license within 90 days after start date.

Desired experience in finance or other C-level support preferred.

Strong computer, data management, and technology skills.

Proficient in all Microsoft Office Suite applications, Zoom, Adobe.

Knowledge of Oracle EBS is preferred but not required.

Robust organization and time management skills and strong attention to detail.

Excellent verbal and written communication skills.

Quick and efficient learner, professional and courteous demeanor

New York Institute of Technology offers numerous opportunities to enhance personal and professional growth and provides employees with a competitive compensation and benefits program inclusive of generous paid time off, holidays, tuition remission, and retirement plans with employer contributions.

New York Institute of Technology is an Equal Opportunity Employer - All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability or protected veteran status.



Other Information

In compliance with local legislation as well as to provide greater transparency to candidates, the annual base salary range for this position is listed. New York Tech considers factors such as (but not limited to) scope and responsibilities of the position, candidate experience/expertise, education/training, key skills, geographic location, internal peer equity as well as market, organizational considerations and/or applicable collective bargaining agreement when extending an offer.



Minimum Salary

USD $60,000.00/Yr.

Maximum Salary

USD $70,000.00/Yr.

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