Executive Assistant to the Chief Financial Officer

Pepperdine University; Malibu (CA); On-site; USD 70,000 - 73,000; Full time

Job summary

Pepperdine University is seeking an Executive Assistant to the Chief Financial Officer (CFO) to provide comprehensive operational support for the Office of the CFO in Malibu, CA. You will collaborate closely with other university staff, manage calendars, coordinate events, and assist with financial processes and reporting.

The role requires strong communication, organizational skills, and the ability to handle confidential information with discretion.

Qualifications

• Bachelor's degree is required.
• Strong interpersonal communication skills.
• Strong administrative support skills.
• Strong computer skills including MS Office and Adobe Acrobat.
• Ability to organize, prioritize, and work under pressure.
• Ability to take initiative and own projects.
• Ability to maintain confidentiality of sensitive matters.
• Sound judgment in decision-making.
• Ability to work with university administrators, Regents, faculty, staff, students, vendors, attorneys and government officials.

Responsibilities

• Administer and manage the CFO's office with tact and discretion.
• Monitor and respond to emails and calls for the CFO's office.
• Manage the CFO's calendar and travel arrangements.
• Coordinate special events and meetings for the CFO and team.
• Track and monitor numerous projects across varying scopes.
• Oversee financial transactions and vendor payments.
• Prepare Board of Regents reports in collaboration with relevant offices.
• Collaborate with administrative staff to ensure efficient workflow.

Education

Bachelor's degree

Tools

MS Office Suite

Adobe Acrobat

Job description

The primary purpose of the Executive Assistant to the Chief Financial Officer (CFO) is to provide comprehensive operational support for the Office of the CFO. While primarily supporting the CFO, this position should work well, and in close collaboration, with other University administrative staff. The CFO oversees the Office of the Controller, General Accounting, Accounts Payable, Purchasing, Payroll, Finance Systems, Credit and Account Receivables, Cashiers and Financial Planning and Analysis. The Finance Department supports and sustains a commitment to the University mission by encouraging good stewardship of University resources, providing efficient service to internal and external constituents, and providing relevant financial information and analysis.

Duties

• Responsible for the administration, organization, and management of the CFO's office, acting with tact, diplomacy, and discretion on a variety of complex and sensitive issues.
• Monitor and respond to emails and phone calls on behalf of the CFO's office.
• Manage and maintain the CFO's calendar, including scheduling and coordinating meetings and appointments, and assisting with travel arrangements.
• Coordinate and organize special events and meetings for the CFO and their team.
• Assist the CFO in the thorough tracking and monitoring of a large volume of projects spanning diverse complexity and scope.
• Maintain exceptional attention to detail.
• Commit to high-level thoroughness in all documentation.
• Follow up and demonstrate high sensitivity, along with high sensitivity to shifting deadlines and priorities.
• Assist with special projects and initiatives as needed.
• Manage critical projects on behalf of the CFO.
• Collaborate with other administrative assistants and Finance staff members to ensure efficient workflow and support for the CFO.
• Oversee and/or process a variety of financial transactions.
• Manage credit card reconciliations and substantiations.
• Research, identify, and resolve discrepancies.
• Process vendor payments and recharge forms.
• Coordinate the planning and preparation for the Board of Regents reports and presentations in collaboration with the President's office, the Executive Vice President's office, and Finance leadership.
• Perform other duties as assigned.
• Uphold University mission through work performed.

The above information has been designed to indicate the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities, and qualifications required of employees assigned to this job.

Skills and Qualifications

Required:

• Bachelor's degree.
• Strong interpersonal communication skills.
• Strong administrative support skills.
• Strong computer skills, MS Office Suite, Adobe Acrobat.
• Ability to organize, prioritize, and perform work while under pressure.
• Ability to proactively address issues and take initiative and ownership of projects.
• Ability to maintain confidentiality of highly sensitive matters.
• Ability to routinely and independently exercise sound judgment in making decisions.
• Ability to work effectively with University administrators, Regents, faculty, staff, students, vendors, attorneys, and government officials.

Preferred:

• Experience as an office manager, executive assistant, or administrative assistant.

This is a Regular, Exempt, 40 hour per week position.

Expected Pay Range: $70,304 - $73,000 per year

The above pay range reflects what Pepperdine University reasonably expects to pay for this position at time of posting. Actual compensation may vary based on relevant factors such as work experience, market conditions, education/training, and skill level. In addition to base pay, Pepperdine offers a robust and highly competitive benefits package.

Pepperdine is an Equal Employment Opportunity employer and does not unlawfully discriminate on the basis of any status or condition protected by applicable federal, state, or local law. Pepperdine is committed to providing a work environment free from all forms of unlawful discrimination and harassment. Engaging in unlawful discrimination or harassment will result in appropriate disciplinary action, up to and including dismissal from the University.

Pepperdine is religiously affiliated with the Churches of Christ. It is the purpose of Pepperdine to pursue the very highest employment and academic standards within a context that celebrates and extends the spiritual and ethical ideals of the Christian faith. While students, faculty, and staff represent many religious backgrounds, Pepperdine is permitted under applicable law and reserves the right to seek, hire, and promote persons who support the goals and mission of the institution, including the right to prefer co-religionists who support Pepperdine's Christian mission.

Qualified individuals should be able to show respect for workplace differences, and have the ability to work effectively with individuals from different backgrounds.

Offers of employment are contingent upon successful completion of a criminal, education, and employment screening. The University conducts such screenings in compliance with applicable laws and with the objectives of evaluating risk and supporting a safe environment for students, faculty, staff, and guests; safeguarding key University assets including people, property, information, and the University's reputation; and providing comprehensive job-related information to University leaders to enable them to make prudent hiring decisions. Individuals will be required to disclose any criminal convictions on a designated form after receiving a conditional offer of employment; failure to disclose accurate information may result in withdrawal of the offer or termination of employment. Qualified individuals with criminal histories will be considered for employment in compliance with applicable laws, including the Los Angeles County Fair Chance Ordinance.