Executive Assistant/ Project Manager

Job description



JOB SUMMARY: The Executive Assistant / Project Manager (the Assistant) performs various senior level logistical and executive administrative support functions with the highest degree of confidentiality, discretion and integrity.  As the first point of contact and representative of the Vice President and Chief Financial Officer (CFO) and the division, it is imperative that this role is performed with a strong focus on courtesy, customer service, and poise, especially when handling matters of urgency and/or confidentiality.   Independent thinking with minimal direction, sound judgement and resourcefulness is required when assessing and handling relevant information and disseminating it appropriately.


This position reports directly to the CFO and works closely with the senior leadership team and the extended University community as needed.  Duties also include serving as the Finance Division’s liaison to the President’s Office as well as the relevant committees for the Board of Trustees.


The Executive Assistant/ Project Manager will hold an exempt position. Exempt employees are expected to work the appropriate and necessary time in order to complete assignments and tasks on schedule.


The successful candidate must be able to work independently; will possess strong presentation skills and the ability to manage high volume communications; will preferably have experience working in a university setting, basic knowledge of the finance and accounting function, excellent proof reading skills, and is technically savvy; preference will be given to candidates with knowledge of the PeopleSoft system.


RESPONSIBILITIES: Serve as the CFO’s liaison to internal and external constituents. Align priorities with incoming requests to effectively plan ahead so key priorities are met first. Communicate effectively to a broad spectrum of constituents in both oral and written forms. Coordinate timelines and deliverables for financial and other divisional reports, ensuring on-time delivery. Respond to or route priority or confidential inquiries from external or internal sources with correspondence or other messaging on behalf of the executive. Create or direct the creation of reports, charts, budgets and other presentation materials. Coordinate high level assignments, travel arrangements, and meetings. Manage complex work situations with a high level of professionalism and confidentiality.


Coordinate and maintain clear, accurate calendar for the CFO. Coordinate, prepare and manage the annual budget calendar. Coordinate a calendar of events and associated deliverables for Board of Trustees, Finance and Audit Committee, Tuition Hearings, and other senior-level meetings. Coordinate, track, communicate, and prepare travel itineraries, reports, ticket details and other related information in a clear and easy to understand manner. Coordinate screening of internal and external meeting requests for the CFO. Manage the logistics for meetings, events or conferences such as securing conference rooms, ordering/set-up of food and refreshments, providing necessary documents and communication materials, arrange audio visual support when necessary.


Assist with the review and management of the office budget. Complete approved office expenditures via the financial system as needed. Assist with monitoring and validating distributed reports in the financial system. Coordinate, reconcile, and file expense reimbursement reports in a timely manner. Maintain ongoing logs, files, reports; provide status updates. Maintain supplies.


Assist with the preparation of presentations using software applications including Power Point, Word, and Excel. Draft various degrees of internal and external correspondence. Prepare and edit reports, internal and external communications, and presentations, including organizing and displaying graphical and other financial information in a clear and concise way.


REQUIREMENTS: Five or more years of experience in an executive-level support role is preferred. A Strong written and oral communication skills. A general understanding of the finance and/or accounting environment. A strong understanding of the operation of a comprehensive four-year university. Displays integrity and strictly maintains confidentiality. Keen attention to details.


EDUCATION: Bachelor’s degree is required.

REQUIRED:  Cover Letter, resume, and contact information for three professional references.

PREFERRED: The ability to function effectively and with ease in an urban, public, and highly diverse university, while contributing to the institution’s goals of diversity and inclusion. The ability to cultivate a collegial and collaborative work environment in order to promote student, faculty, and staff success.

We offer a competitive Compensation and Benefits Package

New Jersey City University is an equal opportunity institution. Applications from women and underrepresented minorities are strongly encouraged.

Cut-Off Date for Filing Applications:  Wednesday, April 3, 2019




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Job No:
Posted: 3/21/2019
Application Due: 4/3/2019
Work Type: