Executive Assistant - Abacus Service Corporation
Boston, MA 02215
About the Job
Description:
Executive Assistant to the CFO
The Executive Assistant provides a broad scope of administrative and communications support to Senior Vice President and Chief Financial Officer (SVP/CFO) at Boston University. Works with and manages information of a confidential nature requiring extreme discretion, judgement, tact and diplomacy. Creates and manages an archive database of all incoming and outgoing communications including correspondence, legal documents, contracts and meeting documentation including utilization of the Ariba Contracts repository to manage the storage and retrieval of supplier contracts pertaining to the activities of the office. Responsible for Executive scheduling and calendar management. Provides executive level administrative support for the day-to-day operation of the Sr. VP/CFO/Treasurer's office. Works in conjunction with the Director, Finance & Administration (Financial Affairs).
Essential Functions:
" Serves as the Executive Assistant and provides executive level administrative support to the Sr. Vice President, CFO, and Treasurer and respective reporting units. Plans, organizes, and prioritizes workflow to ensure the efficient operation of the office and maintains the conference room calendar and manages all scheduling. (25%)
" Filters all inquiries for the Sr. VP/CFO/Treasurer. Directs and/or responds as appropriate based on an understanding of University policy and the Senior Vice President's practice. Prepares all correspondence requiring signatures and facilitates the entire end-to-end process. Manages the calendar of the Sr. VP/CFO/Treasurer and schedules all internal and external meetings. (25%)
" Manages the document storage and document removal operations for the office. Many of the documents are considered highly confidential; therefore, security of the documents is an important consideration. Organizes historical paper files and determines what should be retained going forward in paper form; devises both paper and electronic "charts of accounts for electronic filing to allow more effective access to and sharing of filed documents. (20%)
" Coordinates the purchasing and payment of goods and services for all the Financial Affairs Departments, to include setting up Purchase Orders and Shopping Carts and all travel arrangements to include processing of travel reports and reimbursements. (15%)
" Assists, designs and/or manages special projects in support of recurring or ad-hoc duties of SVP/CFO. (15%)
Knowledge/Skills/Abilities
Required:
" B.A./B. S (preferably in business or finance).
" Strong communication and interpersonal skills.
" Keen attention to detail and ability to effectively prioritize tasking.
" Demonstrated ability to perform complex administrative duties including written and verbal communications on highly sensitive and confidential financial and human resource matters.
" Willingness to learn new processes, programs, and systems.
" Strong background with Microsoft products (especially Outlook 365 and Excel).
" Relevant and administrative experience.
Desired/Preferred:
" Certified notary public
Must be on-site
Potential to be temp to perm
Pre-employment background check will be required
Executive Assistant to the CFO
The Executive Assistant provides a broad scope of administrative and communications support to Senior Vice President and Chief Financial Officer (SVP/CFO) at Boston University. Works with and manages information of a confidential nature requiring extreme discretion, judgement, tact and diplomacy. Creates and manages an archive database of all incoming and outgoing communications including correspondence, legal documents, contracts and meeting documentation including utilization of the Ariba Contracts repository to manage the storage and retrieval of supplier contracts pertaining to the activities of the office. Responsible for Executive scheduling and calendar management. Provides executive level administrative support for the day-to-day operation of the Sr. VP/CFO/Treasurer's office. Works in conjunction with the Director, Finance & Administration (Financial Affairs).
Essential Functions:
" Serves as the Executive Assistant and provides executive level administrative support to the Sr. Vice President, CFO, and Treasurer and respective reporting units. Plans, organizes, and prioritizes workflow to ensure the efficient operation of the office and maintains the conference room calendar and manages all scheduling. (25%)
" Filters all inquiries for the Sr. VP/CFO/Treasurer. Directs and/or responds as appropriate based on an understanding of University policy and the Senior Vice President's practice. Prepares all correspondence requiring signatures and facilitates the entire end-to-end process. Manages the calendar of the Sr. VP/CFO/Treasurer and schedules all internal and external meetings. (25%)
" Manages the document storage and document removal operations for the office. Many of the documents are considered highly confidential; therefore, security of the documents is an important consideration. Organizes historical paper files and determines what should be retained going forward in paper form; devises both paper and electronic "charts of accounts for electronic filing to allow more effective access to and sharing of filed documents. (20%)
" Coordinates the purchasing and payment of goods and services for all the Financial Affairs Departments, to include setting up Purchase Orders and Shopping Carts and all travel arrangements to include processing of travel reports and reimbursements. (15%)
" Assists, designs and/or manages special projects in support of recurring or ad-hoc duties of SVP/CFO. (15%)
Knowledge/Skills/Abilities
Required:
" B.A./B. S (preferably in business or finance).
" Strong communication and interpersonal skills.
" Keen attention to detail and ability to effectively prioritize tasking.
" Demonstrated ability to perform complex administrative duties including written and verbal communications on highly sensitive and confidential financial and human resource matters.
" Willingness to learn new processes, programs, and systems.
" Strong background with Microsoft products (especially Outlook 365 and Excel).
" Relevant and administrative experience.
Desired/Preferred:
" Certified notary public
Must be on-site
Potential to be temp to perm
Pre-employment background check will be required
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No |
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Hours per Day | 7.5 |
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Hours per Week | 37.5 |
Total Hours | 450.00 |
Source : Abacus Service Corporation