Executive Assistant Jobs

Background

Background

Founded in 1863, Saint Mary's is a residential campus nestled 20 miles east of San Francisco in the picturesque Moraga Valley. Based in the Catholic, Lasallian and Liberal Arts traditions, Saint Mary's currently enrolls more than 3,100 students from diverse backgrounds in undergraduate and graduate programs. The De La Salle Christian Brothers, the largest teaching order of the Roman Catholic Church, guide the spiritual and academic character of the College. As a comprehensive and independent institution, Saint Mary's offers undergraduate and graduate programs integrating liberal and professional education. Saint Mary's reputation for excellence, innovation, and responsiveness in education stems from its vibrant heritage as a Catholic, Lasallian and Liberal Arts institution. An outstanding, committed faculty and staff that value shared inquiry, integrative learning, and student interaction bring these traditions to life in the 21st century.

Responsibilities

Responsible for providing a range of administrative support and coordination of projects

for the CFO, the Business Office, Accounts Payable/Receivable, and Payroll.

Responsible for promoting efficient delivery of services and overseeing departments in

the absence of the VP of Finance and Administration. Responsible for maintaining high

standards of professionalism, efficiency, communication, discretion, and independent

judgment. In working with internal and external contacts, this position deals with a wide

range of highly sensitive issues under tight deadlines.

Essential Duties And Responsibilities

Provide a wide variety of administrative support to the VP of Finance and

Administration and the departments under their supervision. Manages

calendars to prioritize and resolve conflicts and to ensure all commitments

and deadlines are met. Prepares response, correspondence, meeting

materials, schedules, and other forms of communications among multiple

departments.

Use good judgment in identifying issues to assist staff, faculty, and students

with questions regarding policies and procedures and/or directs the issues to

management, or appropriate staff.

Maintains records in compliance with retention policy and according to the

practices established by the VP of Finance and Administration.

Assists the VP of Finance and Administration in coordinating daily activities, as

well as annual audits to ensure commitments and deadlines are met.

Supports Accounts Payable/Receivable when needed. Checks A/P batches for

accuracy prior to submitting checks for approval. Audits all A/P

invoices/checks and requisitions/expenses reimbursement/purchase orders,

etc. to ensure policies are followed prior to returning them to A/P for filing.

Assists VP of Finance and Administration with managing third party leases,

contracts, and agreements including its execution and renewal.

Organizes, updates, and maintains the Finance’s confidential filing systems.

Audits documents to ensure policy and practices are followed prior to filing.

Reconciles, processes, reviews, maintains, and submits as required the

following: Invoices, check request, purchase orders, contracts, and expense

reports.

Supports and coordinates Audit and/or Finance committee meetings;

arrangements including teleconferences and minute taking if required.

Performs standard office tasks such as answering phones, filing, ordering

supplies, copying, and scheduling conference rooms. Reviews and sorts mail

going to various departments; forwards correspondence to appropriate staff

for action.

Maintains a positive, professional relationship with staff, faculty, students,

contractors, bankers, and vendors.

Undertakes special assignments or projects on a wide variety of

responsibilities as assigned by the VP of Finance and Administration.

Experience And Qualifications

Knowledge, Skills, and Abilities:

3 or more years of experience in office procedures, data compilation, and record

maintenance.

Accounting, A/P, A/R, and/or Higher Education experience is highly recommended.

Must have the ability to observe and maintain a high degree of confidentiality and

professionalism.

Must be proficient, detailed, and accurate to assist in managing a smooth office

environment.

Must demonstrate creativity, flexibility, foresight, and mature judgment in anticipating

and solving problems with a variety of situations.

Effective and professional communication that interfaces with multiple levels of the

College Staff,Faculty and Board a must.

Requires functional knowledge of company operations and procedures to accurately

interpret documents/instructions for efficient and prompt action.

Advanced computer skills, preferably Google Suite.

Ability to organize projects, multi-task, and meet deadlines with a strong customer

service background.

Supplemental Information

Supplemental InformationApplication Instructions: Please apply online at

Include a cover letter that specifically addresses how you meet the qualifications and are prepared to support the mission of the College

• The name and contact information for three (3) professional references.
• A resume
• In applying for a position, candidates sign a consent authorizing a broader inquiry which may include reference checks, a motor vehicle check, and a third party background check.

Saint Mary's is an equal employment opportunity employer. We support inclusive excellence and are committed to creating a safe and welcoming community for all.

College policy prohibits discrimination based on race, color, religion, national origin, ancestry, age, gender, sexual orientation, marital status, medical condition, physical or mental disability, gender stereotyping, and gender identity, taking a protected leave (e.g. family medical or pregnancy leave), or on any other basis protected by applicable laws.

Saint Mary's College annually collects information about campus crimes and other reportable incidents in accordance with the federal Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act. To view the Saint Mary's College Report, please go to the Public Safety website at

Saint Mary's College provides excellent medical, dental, vision coverage for you and your family, time off, a Tuition Assistance Plan, disability coverage – and much more.

Who is eligible for our insurance under our current policy:

Full Time Benefits: Staff employees who work a minimum of 1,560 hours per year (80% of full time non-exempt and 75% for exempt) and faculty teaching 6 or more courses per academic year.

Eligible Dependents: Legally married spouses / Domestic partnerships registered by the state and Qualifying children (up to age 26)

Participation in the benefit programs begins the first of the month following your date of hire.

Saint Mary's College provides resources to help you balance work & life and encourages healthy living through on campus classes such as yoga, provides faculty and staff access to exercise areas, and provides discounts through our benefits plans. As a member of the SMC faculty and staff you have access to the library, Hearst Art Gallery, as well as discounts to our bookstore, food services, Cultural events and activities on campus and businesses in the Lamorinda Area.

For more information on the Benefits of Saint Mary's College, send your questions to [email protected].