Executive Administrative Assistant to the Vice President for Finance and Administration/Chief B...

Inside Higher Ed; Albany (GA); On-site; USD 55,000 - 75,000; Full time

Benefits offered by this job

Medical and major medical insurance

Tuition Assistance Program

Participation in retirement plans

Job summary

A state university located in Albany, GA, is searching for an Executive Administrative Assistant to support the Vice President for Finance and Administration. The role involves providing comprehensive administrative support, managing the VPFA's calendar, organizing finance-related meetings, and handling confidential information. The ideal candidate should have over 5 years of executive-level administrative experience, strong organizational skills, and proficiency in Microsoft Office. This position offers competitive compensation and is full-time.

Qualifications

• Minimum of 5 years of executive-level administrative experience, preferably in higher education or fiscal affairs.
• Exceptional organizational, communication, and interpersonal skills.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and ability to learn university systems quickly.
• Demonstrated ability to handle sensitive information with discretion.

Responsibilities

• Provide comprehensive administrative support to the VPFA.
• Manage the VPFA’s calendar and prioritize meetings.
• Draft and edit official communications.
• Organize finance-related meetings and prepare materials.
• Assist in budget monitoring and preparation of financial reports.
• Maintain secure physical and digital records and ensure confidentiality.
• Collect and summarize information for decision-making and reporting.
• Supervise student workers or temporary staff.

Skills

Organizational skills

Communication skills

Interpersonal skills

Proficiency in Microsoft Office Suite

Ability to handle sensitive information

Education

Bachelor’s degree or advanced secretarial/business certification

Tools

Microsoft Office Suite

Job description

Job Title: Executive Administrative Assistant to the Vice President for Finance and Administration/Chief Business Officer

Location: Albany State Rec. Location

Regular/Temporary: Regular

Full/Part Time: Full-Time

About Us

Albany State University is a fully accredited senior unit of the University System of Georgia. Employees receive benefits provided by the University System of Georgia, including, but not limited to: medical and major medical insurance, group life insurance, participation in the Teachers' Retirement System of Georgia, the Optional Retirement Plan (for faculty and exempt employees only), Social Security, and the Tuition Assistance Program (after six months of employment).

Location

Our West Campus is located at 2400 Gillionville Road, Albany, GA 31707. Our East Campus is located at 504 College Drive, Albany, GA 31705. The Human Resources office for both campuses is located on the West Campus in Building K, Suite 209.

Job Summary

Albany State University (ASU), located in Albany, GA, is seeking a highly organized and professional Executive Administrative Assistant to support the Vice President for Finance and Administration (VPFA), who also serves as the Chief Business Officer. This individual will provide comprehensive administrative support, ensuring that fiscal operations, board‑level communications, and executive initiatives run smoothly.

Executive Office Management

• Manage the VPFA’s calendar with precision-prioritize meetings, coordinate across departments, and protect key working sessions.
• Draft, edit, and finalize official communications, correspondence, and presentations.
• Coordinate executive travel and logistics.
• Act as the liaison between the VPFA’s office and campus leadership, system offices, vendors, and external stakeholders.

Meeting & Event Coordination

• Organize finance-related meetings, USG sessions, and committee events.
• Prepare agendas, materials, and presentations; record and distribute minutes.
• Handle all event logistics including space reservations, AV, and catering.

Fiscal & Budget Support

• Assist in budget monitoring, data compilation, and preparation of financial reports.
• Support the VPFA in fiscal affairs planning, ensuring timely submission of required documentation.

Records & Confidentiality

• Maintain organized, accurate, and secure physical and digital records.
• Ensure compliance with confidentiality and institutional policies in all matters.

Research & Reporting

• Collect, analyze, and summarize information for decision‑making and reporting.
• Assist in preparing materials for executive leadership and the University System of Georgia (USG).

Team & Process Support

• Collaborate with administrative staff across other divisions for operational alignment.
• Supervise student workers or temporary staff assigned to the VPFA’s office.

Required Qualifications

• Minimum of 5 years of executive-level administrative experience, preferably in higher education or fiscal affairs.
• Exceptional organizational, communication, and interpersonal skills.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and ability to learn university systems quickly.
• Demonstrated ability to handle sensitive information with discretion.

Preferred Qualifications

• Bachelor’s degree or advanced secretarial/business certification.
• Prior experience supporting finance, administration, or executive leadership in a university setting.

Proposed Salary

Compensation is competitive and will be based on the candidate’s education, experience, and qualifications.

Required Documents to Attach

• Cover letter
• Resume
• List of three professional references with contact information

Sponsorship

Sponsorship is not available for this position.

Contact Information

For more information or questions about a job posting, please contact the Office of Human Resources at [phone] or by email at [e-mail]. For technical support, please call OneUSG Connect Support at [phone] or by email at [e-mail].

USG Core Values

The University System of Georgia is comprised of our 26 institutions of higher education and learning as well as the System Office. Our USG Statement of Core Values are Integrity, Excellence, Accountability, and Respect. These values serve as the foundation for all that we do as an organization, and each USG community member is responsible for demonstrating and upholding these standards. More details on the USG Statement of Core Values and Code of Conduct are available in USG Board Policy 8.2.18.1.2 and can be found on-line at https://www.usg.edu/policymanual/section8/C224/#p8.2.18_personnel_conduct.

Additionally, USG supports Freedom of Expression as stated in Board Policy 6.5 Freedom of Expression and Academic Freedom found on-line at https://www.usg.edu/policymanual/section6/C2653.

Institutional Values

Excellence We achieve outcomes of the highest quality, hold ourselves accountable to the highest standard and are committed to continuous improvement in University programs and services.

Respect We are directed by tenets of ethics, treating other with courteous regard, and being civil in our interactions.

Community We strive to build community and value a good mindset.

Teamwork We seek partnerships within the University and community. We practice a supportive spirit that results in the implementation of plans, actions and shared results.

Learning We cultivate a practice of global pedagogies in a learning environment.

Conditions of Employment

All selected candidates are required to successfully pass a Background Check review prior to starting with Albany State University.

Certain positions may also require the selected candidate to submit to or have:

• a credit check completed for "Positions of Trust" and/or approved departmental purchase card usage
• a motor vehicle report for positions that require driving an Albany State University vehicle
• a successful pre‑employment drug test

Equal Employment Opportunity

Albany State University is an equal employment, equal access, and equal educational opportunity and affirmative action institution. It is the policy our institution to recruit, hire, train, promote and educate persons without regard to race, color, national or ethnical origin, age, disability, gender, religion, sexual orientation, gender identity or veteran status as required by applicable state and federal laws (including Title VI, Title VII, Title IX, Sections 503, and 504, AREA, ADA, E.O. 11246, and Rev. Proc. 75-50). Albany State University is an Affine Action/Equal Opportunity Institution. For questions or more detailed information regarding this policy please contact the Albany State University Office of Human Resources at [phone]. Individuals requiring disability related accommodations for participation in any event or to obtain print materials in an alternative format, please contact the Disability Resource Center at 229-500-3442.