Job Description
Job Title: Executive Assistant- Financial Affairs
About New York Institute of Technology
New York Institute of Technology is a nonprofit, independent, private, and nonsectarian institute of higher education founded in 1+55. It offers 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.
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.
The university's community of doers, makers, healers, and innovators empowers graduates to change the world, solve 21st-century challenges, and reinvent the future.
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.
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;
Coordinate IT support; process and monitor 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.
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 +0 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
What We Offer
