Executive Assistant to the CFO

Allegheny College · Meadville

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Executive Office Management and Proactive Support

Manage the CFO’s complex calendar, executive scheduling, meetings, correspondence, travel arrangements, and daily office operations; coordinate competing priorities and protect time for critical work.
Anticipate upcoming needs, deadlines, meetings, decisions, and required materials; independently prepare, organize, and follow up on action items without waiting for direction.
Serve as a professional liaison with senior leadership, trustees, employees, and external partners; triage requests and elevate sensitive or time-critical matters appropriately.
Exercise excellent judgment, initiative, discretion, and confidentiality when handling executive communications and sensitive personnel, financial, and institutional information.

Board Committee and Governance Support

Coordinate planning and logistics for three Board of Trustees committees and other governance committees supported by the CFO.
Prepare and organize agendas, presentations, reports, rosters, minutes, meeting packets, and related communications in collaboration with content owners.
Track committee deliverables, Board-directed actions, deadlines, and follow-up; help present financial and operational information clearly and accurately.

Budget Monitoring, Purchasing, and Expense Administration

Assist the CFO in monitoring the CFO office and assigned divisional budgets by tracking expenditures, commitments, available balances, and variances; flag unusual items and approaching limits for review.
Prepare, submit, and track purchase requisitions, purchase orders, invoices, and related purchasing documentation in accordance with College policies and approval requirements.
Prepare and process the CFO’s expense reimbursements and related documentation; review receipts, coding, and completeness, and follow up on outstanding items.
Coordinate routing of invoices, expense reports, contracts, and DocuSign approvals; maintain accurate records and monitor outstanding transactions through completion.
Compile routine budget and expense summaries for the CFO; coordinate with Finance on questions, reconciliations, and corrections without assuming independent spending or approval authority.

Divisional Coordination and Team Collaboration

Provide responsive administrative and coordination support to Finance, Human Resources, Physical Plant/Facilities, Information Technology, Campus Store, and Sustainability, balancing shared needs with the CFO’s priorities.
Partner with divisional leaders and staff to organize meetings, deadlines, communications, documentation, and cross-functional projects; ensure that responsibilities and next steps are clear.
Build positive relationships and work collaboratively as part of a team while independently managing assigned projects and routine issues with minimal supervision.
Identify opportunities to streamline administrative processes, improve information-sharing, and strengthen service and operational effectiveness across the division.

Executive Communications and Project Follow-Through

Draft, proofread, and coordinate high-quality correspondence, reports, presentations, and other materials on behalf of the CFO.
Maintain action-item lists and project trackers; proactively check progress, surface risks, recommend practical solutions, and ensure timely follow-through.
Use sound judgment to determine what can be resolved independently, what requires collaboration, and what must be referred to the CFO.

Additional Responsibilities

Perform other related duties as assigned to support the CFO and division.

Fiscal Authority

Monitor some selected budgets and transactions on behalf of the CFO; does not independently authorize expenditures unless separately delegated in writing. Initiates purchases via purchase requisitions and procurement card.

Education and Experience

Required education: High school diploma or GED.
Preferred education: Associate’s or vocational/technical school degree in Administrative Professional Studies, Legal Studies, or a related field. A Bachelor's degree in business or related field would be a plus.
Required experience: 3 or more years of progressive administrative and/or executive assistant experience supporting senior-level executives;
Experience or understanding of working in higher education or similar complex entities, executive governance support, purchasing, expense processing, legal, or budget tracking is beneficial.

Required Knowledge, Skills, and Abilities

Exceptional organization, accuracy, follow-through, prioritization, and ability to manage multiple deadlines in a fast-paced executive office.
Demonstrated initiative and foresight: anticipates the CFO’s needs, identifies potential issues early, proposes solutions, and acts independently within established authority.
Excellent judgment, professionalism, tact, confidentiality, and discretion in sensitive financial, personnel, and institutional matters.
Ability to work both independently with minimal supervision and collaboratively as a dependable, flexible member of a diverse divisional team.
Strong quantitative skills and comfort with budgets, expense documentation, purchasing workflows, spreadsheets, and routine financial tracking.
Excellent written and verbal communication, customer service, interpersonal skills, and ability to build effective campus-wide relationships.
Ability to produce accurate reports, presentations, correspondence, meeting materials, and project records; adapt to changing priorities.

Computer Skills

Microsoft Office (Excel, Outlook, PowerPoint, Word): Required, intermediate or advanced.
Google Workspace: Required, advanced preferred or willingness to learn and adapt to it.
Asana: preferred, basic, but willing to learn.
Databases: preferred, basic.
Computer networks and systems: Preferred, basic.
Ability to learn College purchasing, expense reimbursement, financial, document-routing, and other administrative systems.

Travel and Working Conditions

Travel outside the College is rare (approximately 3 times per year, typically within the regional area). Work is primarily in an office or similar indoor environment; occasional outdoor, street, or vehicle exposure may occur. Occasional work outside normal business hours may be required as directed by the CFO.

Physical Requirements

As indicated: continuous sitting, repetitive hand motion, hearing/listening; frequent talking, standing, walking, and stair climbing; seldom bending, reaching overhead, pushing/pulling, or lifting up to 20 pounds. Other listed activities are not required. Reasonable accommodations may be made to enable qualified individuals to perform essential functions.

Allegheny College, founded in 1815, is one of the nation’s most historic and innovative four-year colleges with the distinct requirement of completing a major and minor in different academic areas. This multidisciplinary learning celebrates students’ unusual combinations of interests and provides creative, independent thinkers with a path for educational depth and intellectual growth, preparing them for a successful launch after graduation and even for careers that may not yet exist. Located in western Pennsylvania, 1.5 hours equidistant from Pittsburgh, Cleveland and Buffalo, Allegheny College is one of 40 colleges featured in Loren Pope’s “Colleges That Change Lives” and recently ranked #4 by The Princeton Review in its Top 20 Best Private Schools for Making an Impact. In its 2025 rankings, U.S. News & World Report recognized Allegheny College as one of the country’s top 100 national liberal arts colleges, with special distinctions including one of the top 10 best for senior capstone experience and one of the top 25 best for undergraduate research and creative activities.

Allegheny’s undergraduate residential education prepares students for successful, meaningful lives by promoting students’ intellectual, moral, and social development and encouraging personal and civic responsibility. Allegheny’s faculty and staff combine high academic standards and a commitment to the exchange of knowledge with a supportive approach to learning. Graduates are equipped to think critically and creatively, write clearly, speak persuasively, and meet challenges in a diverse, interconnected world. Allegheny College is deeply committed to creating an inclusive community that actively challenges racism, sexism, heterosexism, religious bigotry, and other forms of bias (see Allegheny College Statement of Community).

Allegheny College is an Equal Opportunity Employer with a strong commitment to diversity, inclusion, and equity. Women, veterans, individuals with disabilities, and members of other underrepresented groups are highly encouraged to apply. Allegheny does not discriminate on the basis of race, color, religion, gender, gender identity, gender expression, sexual orientation, age, or national origin.

Allegheny College is committed to providing access, equal opportunity and reasonable accommodations for individuals with disabilities in employment, its services, programs, and activities. To request reasonable accommodation, contact the Director of Human Resources.

Visit the Allegheny College Web
Site at http://www.allegheny.edu Provides highly organized, proactive, and confidential executive-level administrative support to the Chief Financial Officer/Vice President of Finance and Administration (CFO) and coordinated support (if needed) to the Finance and Operations division directors, including Finance, Human Resources, Physical Plant/Facilities, Information Technology, Campus Store, and Sustainability. Anticipates the CFO’s needs, exercises independent judgment, identifies issues before they become urgent, and ensures effective follow-through on priorities, commitments, and deadlines. Supports budget monitoring, expense reimbursements, purchase requisitions, board governance activities, and divisional operations while fostering teamwork, communication, and a service-oriented culture across campus.

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