Chapman University
Executive Assistant, Limited Term
Chapman University, Orange, California, United States, 92613
Job Description Summary
The Executive Assistant provides high-level administrative, organizational, and operational support to the Interim Vice President for Finance & Controller. This role serves as a critical partner in managing priorities, ensuring timely execution of financial deadlines, and facilitating communication within the Financial Services department and with other campus departments. The Executive Assistant is entrusted with sensitive and confidential information and plays a key role in helping the Financial Services division operate smoothly and efficiently. Responsibilities
Administrative & Executive Support: Manage and optimize the VP’s calendar, ensuring strategic use of time and prioritization of critical meetings. Screen and prioritize incoming communications; draft responses and handle routine inquiries. Meeting prep: gathering background, prepping briefing notes, circulating agendas. Ensure the VP arrives at meetings on time. Prepare expense reports and P-card reconciliations, handling receipts, ensuring compliance. Request suppliers, create requisitions, and submit invoices for payments. Prepare documents for VP signature and distribute executed copies to requesters. Handle logistics with HR and IS&T. Book flights, hotels, cars, and prepare travel itineraries. Finance & Operations Coordination
Maintain a master calendar covering board meetings, materials due dates, payroll runs, AP check runs, Student billing due dates, Add / drop dates, month-end close dates, tax filing and deposit due dates, etc. Assist the VP of Finance in overseeing multiple operational areas, including Accounting, Accounts Payable, Payroll, Purchasing, and the Student Business Office by tracking and organizing metrics, deliverables, and follow-ups. Assist the VP of Finance in maintaining awareness of team dynamics by tracking feedback, compiling observations from meetings and communications, and surfacing potential concerns or trends. Create and / or update standard operating procedures (SOPs). Project Management and Event Support
Provide project management support by tracking in-flight projects, following up on deadlines, flagging risks or bottlenecks, and helping the VP prioritize projects across the department. ensuring alignment with the Financial Services Division’s priorities Coordinate special projects and initiatives on behalf of the VP of Finance. Coordinate occasional department events and recognition activities, including planning logistics, managing communications, and ensuring alignment with the Financial Services Division’s culture and values. Required Qualifications
Bachelor’s degree in Business Administration, Finance, or related field; or equivalent work experience. 5+ years of experience as an Executive Assistant, Administrative Manager, or similar role supporting senior leadership. Strong organizational skills and the ability to manage multiple priorities and deadlines. Anticipates needs and solves problems before they escalate. Ensures accuracy in deadlines, documents, and communications. Excellent written and verbal communication skills; ability to draft professional correspondence. Maintains positive working relationships across departments and with external partners. High level of proficiency with Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and collaboration platforms (Teams, Zoom, SharePoint) Proven ability to handle confidential information with discretion. Desired Qualifications
Experience with higher education, finance, or related industries. Familiarity with PeopleSoft (finance, payroll, student records), SAP Concur (Travel & Expense), or similar.
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The Executive Assistant provides high-level administrative, organizational, and operational support to the Interim Vice President for Finance & Controller. This role serves as a critical partner in managing priorities, ensuring timely execution of financial deadlines, and facilitating communication within the Financial Services department and with other campus departments. The Executive Assistant is entrusted with sensitive and confidential information and plays a key role in helping the Financial Services division operate smoothly and efficiently. Responsibilities
Administrative & Executive Support: Manage and optimize the VP’s calendar, ensuring strategic use of time and prioritization of critical meetings. Screen and prioritize incoming communications; draft responses and handle routine inquiries. Meeting prep: gathering background, prepping briefing notes, circulating agendas. Ensure the VP arrives at meetings on time. Prepare expense reports and P-card reconciliations, handling receipts, ensuring compliance. Request suppliers, create requisitions, and submit invoices for payments. Prepare documents for VP signature and distribute executed copies to requesters. Handle logistics with HR and IS&T. Book flights, hotels, cars, and prepare travel itineraries. Finance & Operations Coordination
Maintain a master calendar covering board meetings, materials due dates, payroll runs, AP check runs, Student billing due dates, Add / drop dates, month-end close dates, tax filing and deposit due dates, etc. Assist the VP of Finance in overseeing multiple operational areas, including Accounting, Accounts Payable, Payroll, Purchasing, and the Student Business Office by tracking and organizing metrics, deliverables, and follow-ups. Assist the VP of Finance in maintaining awareness of team dynamics by tracking feedback, compiling observations from meetings and communications, and surfacing potential concerns or trends. Create and / or update standard operating procedures (SOPs). Project Management and Event Support
Provide project management support by tracking in-flight projects, following up on deadlines, flagging risks or bottlenecks, and helping the VP prioritize projects across the department. ensuring alignment with the Financial Services Division’s priorities Coordinate special projects and initiatives on behalf of the VP of Finance. Coordinate occasional department events and recognition activities, including planning logistics, managing communications, and ensuring alignment with the Financial Services Division’s culture and values. Required Qualifications
Bachelor’s degree in Business Administration, Finance, or related field; or equivalent work experience. 5+ years of experience as an Executive Assistant, Administrative Manager, or similar role supporting senior leadership. Strong organizational skills and the ability to manage multiple priorities and deadlines. Anticipates needs and solves problems before they escalate. Ensures accuracy in deadlines, documents, and communications. Excellent written and verbal communication skills; ability to draft professional correspondence. Maintains positive working relationships across departments and with external partners. High level of proficiency with Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and collaboration platforms (Teams, Zoom, SharePoint) Proven ability to handle confidential information with discretion. Desired Qualifications
Experience with higher education, finance, or related industries. Familiarity with PeopleSoft (finance, payroll, student records), SAP Concur (Travel & Expense), or similar.
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