Executive Assistant & Finance Operations Specialist

Beloit College; Beloit (WI); Presencial; USD 52.000 - 72.000; Jornada completa

Descripción de la vacante

Beloit College in Beloit, Wisconsin is seeking an Executive Assistant and Financial Services Specialist to provide executive support to the Vice President for Finance, Treasurer and Chief Financial Officer and to coordinate daily operations of the Financial Services office.

This role maintains contracts, insurance records and risk management processes, tracks deadlines, prepares materials for leadership and board meetings, supports budget activities, and collaborates across campus to ensure

Formación

• Associate degree or equivalent combination of education and relevant experience; progressively responsible executive support or administrative operations experience.
• Strong organizational skills and ability to manage competing deadlines, detailed records, and confidential information.
• Clear written and verbal communication, sound judgment, and proficiency with common office, spreadsheet, document, and collaboration tools.
• Ability to work independently within established authority and collaborate across departments.

Responsabilidades

• Manage the vice president’s calendar, meeting prep, correspondence, travel, and priorities.
• Coordinate Financial Services office workflows, records, invoices, and service requests; serve as a professional point of contact for campus and external inquiries.
• Prepare agendas, briefing materials, presentations, and confidential documents for leadership and Board of Trustees committee meetings; maintain action logs and distribute materials.
• Support budget preparation and routine office expense monitoring, including purchase and payment documentation within delegated authority.
• Maintain a centralized contract inventory with owners, effective dates, renewal and notice deadlines, insurance requirements, and approval status.

Conocimientos

Calendar management

Executive support

Organizational skills

Communication skills

Confidential information handling

Cross-department collaboration

Attention to detail

Educación

Associate degree or equivalent

Progressively responsible executive support experience

Bachelor's degree (preferred)

Herramientas

Microsoft Office

Spreadsheets

Document collaboration tools

Descripción del empleo

The Executive Assistant and Financial Services Specialist provides executive support to Beloit College’s Vice President for Finance, Treasurer and Chief Financial Officer and coordinates the daily operations f the Financial Services office. The position maintains organized processes and records for contracts, institutional risk management, and insurance; tracks deadlines and follow-up; and helps campus colleagues obtain timely guidance from the appropriate decision makers. The role supports the College’s educational mission through careful administration, responsive service, and sound stewardship of information and resources.

ESSENTIAL DUTIES AND RESPONSIBILITIES

1. All duties, oversight, compliance, reporting, and systems responsibilities in this description apply only as they relate to the assigned areas of responsibility established by the Vice President for Finance, Treasurer, and Chief Financial Officer and within delegated authority.
2. Executive support and office operations
3. Manage the vice president’s calendar, meeting preparation, correspondence, travel, and follow-up on priorities and commitments.
4. Coordinate Financial Services office workflows, shared records, supplies, invoices, and service requests; serve as a professional point of contact for campus and external inquiries.
5. Prepare agendas, briefing materials, presentations, and confidential documents for leadership and Board of Trustees committee meetings; maintain action logs and distribute materials according to established protocols.
6. Support budget preparation and routine office expense monitoring, including purchase and payment documentation within delegated authority.

Contract coordination

1. Maintain a centralized contract inventory with owners, effective dates, renewal and notice deadlines, insurance requirements, and approval status.
2. Route proposed agreements for review by the responsible department, Financial Services, legal counsel, and authorized signatories under College policy.
3. Track execution, amendments, renewals, and document retention; alert owners well before action dates and help resolve missing information.
4. Provide administrative coordination for significant leases, vendors, and capital agreements without independently providing legal advice or approving terms.
5. Risk management and insurance administration
6. Maintain risk registers, incident and claims records, policy files, and follow-up schedules in coordination with responsible campus offices.
7. Coordinate annual insurance renewal data requests, certificates of insurance, broker communications, premium documentation, and claims submissions.
8. Track required risk assessments, training, and corrective actions; prepare summaries and elevate overdue or material issues to the vice president.
9. Help departments understand established procedures for reporting incidents, requesting coverage information, and submitting contracts for review.

Collaboration and confidentiality

1. Work with faculty, staff, trustees, brokers, counsel, auditors, and vendors with accuracy, discretion, and a service-oriented approach.
2. Handle sensitive financial, personnel, contractual, and claims information in accordance with College policies and applicable requirements.
3. Recommend process improvements, maintain written procedures, and ensure continuity of recurring office responsibilities.

Credentials and Experience:

1. Required Qualifications
2. Associate degree or equivalent combination of education and relevant experience; progressively responsible executive support or administrative operations experience.
3. Strong organizational skills and ability to manage competing deadlines, detailed records, and confidential information.
4. Clear written and verbal communication, sound judgment, and proficiency with common office, spreadsheet, document,and collaboration tools.
5. Ability to work independently within established authority and collaborate across departments.

Preferred Qualifications

1. Bachelor’s degree and experience in higher education, nonprofit finance, legal operations, procurement, insurance, or risk management.
2. Experience maintaining contract databases, coordinating insurance renewals or claims, and supporting executive or board meetings.

Key Competencies

1. Financial stewardship, accountability, analytical judgment, collaboration, leadership within assigned responsibilities, and continuous improvement.
2. Working Relationships and Accountability
3. The Executive Assistant and Financial Services Specialist reports to the Vice President for Finance, Treasurer and Chief Financial Officer and works closely with colleagues in Financial Services, Advancement, academic and administrative departments, and external auditors as assigned.
4. The position may also work with Admissions and Enrollment, Budget Managers, Cardholders, Compliance Staff, Contract Owners, Faculty, Families, Financial Aid, Registrar, Relevant Service Providers, Sponsors, Student Life, Students, and Technology Partners and Vendors for assigned responsibilities.
5. This full-time position is based in Beloit, Wisconsin, in a standard office environment. Occasional extended hours may be required during close, audits, and system implementations, consistent with non-exempt scheduling and pay requirements.
6. This description states the general nature and level of work; other related duties may be assigned within the position’s assigned areas of responsibility. Beloit College is an equal opportunity employer.

Knowledge, Skills, and Abilities:

1. Skill in confidential executive support, calendar management, meeting coordination, document preparation, and office administration.
2. Working knowledge of contract tracking, insurance documentation, risk registers, records retention, and administrative approval workflows.