Strategic Executive Assistant - Finance Ops

Beloit College; Beloit (WI); On-site; USD 52,000 - 72,000; Full time

Job summary

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

Qualifications

• 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.

Responsibilities

• 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.

Skills

Calendar management

Executive support

Organizational skills

Communication skills

Confidential information handling

Cross-department collaboration

Attention to detail

Education

Associate degree or equivalent

Progressively responsible executive support experience

Bachelor's degree (preferred)

Tools

Microsoft Office

Spreadsheets

Document collaboration tools

Job description

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