Executive Assistant to the Chief Financial Officer

University of Alabama in Huntsville; Alabama; On-site; USD 70,000 - 79,000; Full time

Job summary

University of Alabama in Huntsville is seeking an Executive Assistant to the Chief Financial Officer to partner with finance leadership in Alabama. The role blends high‑level administrative support with budget management and financial reporting responsibilities.

You will coordinate calendars, prepare and refine documents, and assist with budgeting and analysis while leveraging AI productivity tools. A bachelor's degree and 5+ years of executive support are required, along with strong

Qualifications

• Bachelor's degree or equivalent with years of experience.
• Minimum 5 years of full‑time, executive support experience.
• Budgeting experience or financial operations knowledge.
• Proficient with Microsoft Office; advanced Excel (PivotTables, XLOOKUP, formulas).
• Experience using AI productivity tools in a professional setting.
• Excellent verbal and written communication.
• Ability to manage multiple tasks and deadlines; strong scheduling skills.
• Include cover letter with resume upload.

Responsibilities

• Provide direct administrative support to CFO and FPA director and staff.
• Coordinate meetings with university leadership and stakeholders.
• Prepare, edit and proofread executive‑level documents.
• Support budgeting, forecasting, financial reporting, and planning activities.
• Maintain organized files and records per university policies.
• Manage travel arrangements, reimbursements, and purchasing documents.
• Assist with financial transactions, invoices, contracts, and approvals.
• Prepare financial presentations and committee materials for leadership discussions.
• Collaborate with internal/external customers and drive process improvements.
• Perform other duties as needed.

Skills

High‑level administrative support

Budget management

Multitasking

Verbal and written communication

Self‑starter

Ownership of assignments

Education

Bachelor's degree or equivalent

Tools

Microsoft Office Suite

Excel (Advanced)

Outlook

PowerPoint

Calendaring software

AI productivity tools (Copilot/ChatGPT)

Job description

Executive Assistant to the Chief Financial Officer

Job no: 504574
Department: Office of Financial Affairs
Work type: Staff Full-time Exempt
Location: Alabama
Categories: Finance & Accounting

Purpose of the Position

The Executive Assistant in the Office of Financial Affairs plays a crucial role as an operational partner to the CFO and the Director of Financial Planning & Analysis. This position supports the daily operations of our busy and high-profile finance offices. The role includes a significant blend of high-level administrative support and budget management tasks, such as preparing and monitoring budget requests, reconciling expenses, and assisting with financial reporting.

Duties / Responsibilities

• Provide direct administrative support to the CFO, FPA director, and staff, including calendar management, appointment scheduling, and meeting planning and coordination.
• Coordinate meetings with university leadership, academic and administrative departments, faculty, staff, external partners, and other stakeholders.
• Prepare, edit, format, and proofread correspondence, reports, presentations, spreadsheets, memoranda, and other executive-level documents.
• Provide administrative coordination for financial planning, budgeting, forecasting, financial reporting, and fiscal-year planning activities.
• Maintain organized electronic and physical files, financial documentation, correspondence, and records in accordance with university policies and applicable records-retention requirements.
• Monitor incoming communications, identify matters requiring leadership attention, and respond to routine inquiries or route requests to the appropriate individual or department.
• Coordinate travel arrangements, registrations, expense reimbursements, purchasing requests, and related documentation in accordance with university procedures.
• Assist with administrative processes related to purchase requisitions, invoices, contracts, approvals, and other financial transactions, as assigned.
• Work closely with System Office staff to ensure compliance with Board rules and help facilitate time-sensitive submissions to committees as requested.
• Support the preparation and coordination of financial presentations, budget reports, executive briefings, committee materials, and other documents used in leadership decision‑making discussions.
• Collaborate effectively with internal and external customers while assisting with special projects, administrative process improvements, and other initiatives that support the effectiveness of the finance and financial planning functions.
• Perform other related duties consistent with the scope and level of the position.

Qualifications

• Bachelor's degree or an equivalent combination of education and years of experience.
• Minimum of 5 years of full‑time, verifiable professional work experience (which should include providing high‑level administrative support to senior or executive management).
• Must have budgeting experience or financial operations experience, such as preparing or tracking budgets, reconciling expenses, processing requisitions, or a working knowledge of and participation in financial reporting cycles.
• Must be proficient with Microsoft Office Suite (Outlook, Word, Excel, PowerPoint), calendaring software, and digital file management; advanced Excel proficiency required (pivot tables, XLOOKUP, financial formulas).
• Demonstrated experience using AI productivity tools (e.g., Microsoft Copilot, ChatGPT, or similar) in a professional work environment.
• Excellent verbal and written communication skills.
• Proven ability to manage multiple tasks, track deadlines, and support complex scheduling needs.
• Self‑starter with a willingness to take ownership of assignments and follow through with minimal supervision.
• Please include a cover letter with the resume file (upload one file for both).

Desired Qualifications

• Higher education experience is preferred.
• Experience supporting multiple executives or administrators simultaneously is desired.
• Ability to create polished slide decks, formatted documents, and basic visual aids for meetings is preferred.
• Experience with budget reporting, variance analysis, and financial data organization is preferred.
• Familiarity with Oracle Cloud ERP or similar enterprise financial systems is desired.
• Demonstrated ability to remain flexible in a fast‑paced or evolving environment is preferred.

Published Salary (if available)

$70,000 to $79,168

Advertised: Oct 23 2026 Central Daylight Time
Applications close:

Please note, job openings are posted for a minimum of three (3) business days and may be removed from the job posting board and filled any time after the minimum posting period has ended.

The University of Alabama in Huntsville is an equal opportunity employer (EOE), including an EOE of protected veterans and individuals with disabilities.