Executive Assistant to Vice President of Finance & Administration

Pacific University achieves excellence and distinction by investing in exceptional people to think, care, create, and pursue justice in our world. We embrace discovery in a close and nurturing environment that leads to genuine transformation. Our community is diverse, sustainable, and dedicated to discovery and excellence in teaching, scholarship, and practice.

At Pacific University, we thrive in an extraordinary environment, surrounded by the beauty of the great Pacific Northwest, with campus locations in Forest Grove and Hillsboro. We humbly acknowledge and thank the original caretakers of the lands on which we live, work, teach, and acquire and share knowledge.

GENERAL DESCRIPTION OF POSITION:

The Executive Assistant to the Vice President of Finance and Administration provides high-level administrative support to the Office of the Vice President of Finance and Administration and leaders of other university initiatives when assigned. Reporting directly to the Vice President of Finance and Administration, the Executive Assistant undertakes a broad and complex set of assignments related to the duties of the vice president and offers comprehensive assistance in all matters pertaining to the office. This role serves a wide variety of university stakeholders, upholds an overall standard of excellence within the vice president's office, and facilitates seamless communication between the vice president and both internal and external constituencies.

ESSENTIAL FUNCTIONS/MAJOR RESPONSIBILITIES:

The essential functions and major responsibilities of the Executive Assistant include:

• Scheduling: Act as the primary point of contact between the vice president and others, expertly managing the vice president's complex calendar, including scheduling appointments, events, and proactively gathering necessary documents for meetings.
• Communication: Efficiently prioritize, draft, and manage office correspondence; professionally greet guests to the office; and interact with a diverse range of constituents with diplomacy and tact.
• Office Management: Oversee the smooth operation of the office, including ordering office supplies, compiling various reports, maintaining organized records and documentation, managing projects, and coordinating special events.
• Proactive Support: Diligently track, anticipate, and prepare for upcoming deadlines, events, and agenda items requiring action by the vice president. Identify and recommend improvements to administrative procedures and implement changes as appropriate.

• Budget Management: Serve as the budget authority for the vice president's office, responsible for managing the departmental budget, specific areas of the general administration budget, and the Director of Legal Affairs budget. This includes analyzing, forecasting, managing expenditures and accounts payable, compiling financial data, and generating regular budget reports.

• Finance and Administration Leadership Team Support: Provide administrative support to the Finance and Administration Leadership Team, including scheduling meetings, preparing agendas and materials, and tracking action items.

• Board Committee Support: Provide comprehensive administrative support for four Board Committees (Audit, Campus Property, Finance and Investment) and any subcommittees formed. Responsibilities include coordinating meetings, preparing agendas, taking and distributing minutes, tracking action items and attendance, updating member lists, and interacting directly with board and foundation members, staff, and vendors.

• University Committee Support: Provide administrative support for two University committees (Finance and Retirement). Responsibilities include coordinating meetings, preparing agendas, taking and distributing minutes, tracking action items and attendance, updating member lists, and interacting directly with members and staff.

• Oak Tree Foundation Administrative Management: Provide administrative management support to the Oak Tree Foundation, including coordinating meetings, preparing agendas and materials, taking and distributing minutes, tracking action items and attendance, updating member lists, and interacting directly with foundation members.

• Insurance Liaison: Serve as the primary liaison with the university’s insurance provider, processing certificates of insurance, providing property and lease information, and coordinating and participating in the annual insurance review.

• University Honors and Awards Ceremony Planning Committee: Serve as an active member of the University Honors and Awards Ceremony Planning Committee, with responsibilities including purchasing awards, and managing budget and data.

• Vice-Presidential Executive Assistants Team: Collaborate effectively as a member of the Vice-Presidential Executive Assistants Team, providing support for Board meetings and materials, as well as other joint projects.

SECONDARY FUNCTIONS:

Perform other related duties as assigned by the vice president, the Board of Trustees, or the Chair of the Strategic Planning Steering Committee, such as:

• Serving on various university committees.
• Completing numerous requests for information from both internal and external sources.
• Performing other duties and facilitating projects as assigned.

JOB SCOPE:

This position operates with minimal direct supervision, working within established University strategy, existing instructions, and industry best practices. Decision-making occurs within general university policy constraints but requires independent judgment. The Executive Assistant reports directly to the Vice President of Finance and Administration and serves as the Budget Authority for the vice president’s office budget.