Executive Assistant Job at nextSource in Washington

Job Type: Temp-Contract

Location: Washington, DC 20001

Duration: January 2025 - April 2025

Compensation: $35/hour (depending on experience).

Note: Hours may fluctuate while onboarding new CFO

Work Interactions

The position supports the Associate Vice President and Chief Operating Officer who reports directly to the Dean of the Law Center. This position also supports, and reports directly to, the Law Center's Chief Financial Officer, who reports directly to the Associate Vice President and Chief Operating Officer of the Law Center. Both the AVP/COO and the CFO manage multiple Law Center functions, and it is crucially important that the incumbent facilitate consistent communication and interaction amongst the executives and their staff. Departments that the executives are responsible for include Financial Affairs, Facilities Management, the Early Learning Center, Information Systems Technology, Human Resources, Logistics, and the Department of Public Safety.

The position continually collaborates with and as needed, provides supplemental administrative support to the executive assistants in the Dean's Office.

Requirements and Qualifications

• Bachelor's degree and a minimum of five (5) years of progressively complex experience and responsibility in executive office management, preferably in a higher education setting. Equivalent combination of education and relevant work experience in a business or related field may be substituted for bachelor's degree.
• Excellent interpersonal and written communications skills, including grammar, spelling, and composition.
• Organized and detail-orientated with good analytical skills to run day-to-day operations.
• Must be knowledgeable and proficient in general business and accounting practices.
• Capable of operating with considerable independence; adaptable and flexible; able to take initiative and prioritize multiple tasks and perform semi-complex functions.
• Able to maintain confidences and protect operations by keeping restricted information secure
• Able to interact effectively with a diverse community.
• Excellent skills in standard office technology and computer programs including Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) and Google Applications

Administration (Percentage - 75%; E/ Essential)

• Maintains the appointment calendars for both the AVP/COO and the CFO. Proactively addresses scheduling conflicts, plans and schedules meetings, briefings, web and tele-conferences, and coordinates travel.
• Orchestrates logistics of meetings, briefings, and conferences: reserves meeting rooms; sets-up video and teleconferencing applications; prepares written materials and presentations; submits requests for tables, seating, A/V equipment, and other essentials; places catering orders; arranges visitor parking.
• Directs the flow of information-person to person, telephonic, and electronic-to and from the AVP/COO & the CFO so that all pertinent information and recommendations from different perspectives is received. Communicates with other departments to resolve issues as needed.
• Conserves the executives' time by reading, writing, and performing research. Sorts and distributes mail, collects and analyzes information, routes correspondence, initiates communications, and ensures follow-through and completion.
• Prepares letters and other documents. Drafts, formats, retrieves, edits, scans, copies, transmits, formulates data, inputs graphics, etc., using email, word processing, spreadsheets, databases, and presentation software. Proofreads all correspondence and other documents for accuracy and consistency prior to distribution.
• Fields questions and responds to inquiries and refers them to relevant person(s) and/or initiates or advises appropriate action.
• Serves as liaison to the AVP/COO and the CFO's direct reporting department directors and managers, and their staff, and assists them with special requests as needed.
• Provides historical reference by developing and utilizing filing and retrieval systems for financial and administrative records, both paper and digital, in an organized and confidential manner. Maintains files in accordance with University retention policy.
• Submits work orders to Facilities for maintenance and repairs, and to IST for technical support. Ensures follow-through on all requests as needed.

Fiscal Responsibility (Percentage - 20%; E/ Essential)

• Executes various financial tasks in the Management System in the following roles: Requisitioner and expenses delegate for the AVP/COO and CFO.
• Processes expense reports for the AVP/COO and the CFO; submits purchase requisitions in GMS for services and supplies, both single item and blanket purchase orders.
• Assist in preparing contracts along with supporting documentation; transmit contract packages to the Contracts Office for review, approval, and signature routing.
• Ensures that supplier ID numbers for University payees/vendors are assigned and active.
• Reviews invoices for accuracy, creates receipts, and submits invoices to Accounts Payable for processing.
• Execute various miscellaneous and one-off payment requests, initiates transactions in GMS, creates invoices, etc.
• Reallocates procurement card charges appropriately and reconciles monthly statements for the AVP/COO and the CFO, should they request a ProCard.
• Manages all contractual and financial arrangements required to bring visiting law faculty from outside universities. Likewise carries out all necessary steps to receive reimbursement for salaries and benefits when our faculty visit universities or other organizations outside of the university.

Additional Responsibility (Percentage - 5%; E/ Essential)

• Other tasks as assigned.

nextSource is proud to be an Equal Employment Opportunity and Affirmative Action employer. We do not discriminate based upon race, color, religion, gender, gender identity or expression, sexual orientation, national origin, genetics, disability, age, veteran status, marital status, parental status, cultural background, organizational level, work styles, tenure, and life experiences or for any other reason.

nextSource is committed to providing reasonable accommodation for qualified individuals with disabilities in our job application procedures. If you need assistance or accommodation due to a disability, you may contact us at talent@nextSource.com.

• Published on 25 Nov 2024, 8:38 PM