Executive Assistant to Vice President​/CFO, Administrative Services

Executive Assistant To The Vice President/CFO, Administrative Services

Highland Community College seeks an Executive Assistant to the Vice President/CFO, Administrative Services to join our Administrative Services team. This on-site position provides high-level executive and administrative support to the Vice President/CFO while coordinating institutional business operations, risk management activities, policy administration, event scheduling, conference center operations, and compliance-related functions. If you are a highly organized professional with exceptional communication skills, strong attention to detail, and the ability to manage multiple priorities in a fast-paced environment, we encourage you to apply!

Key Responsibilities:

Executive and Administrative Support

• Provide confidential executive-level administrative support to the Vice President/CFO, including meeting coordination, correspondence, reports, presentations, research, special projects, and records management.
• Monitor follow-up activities, deadlines, and action items while serving as a professional point of contact for internal and external stakeholders.
• Coordinate meetings for institutional committees and work groups, including preparing materials, recording minutes, and tracking follow-up activities.
• Relieve the executive of designated administrative responsibilities and assume limited authority in their absence.

Policy Administration and Institutional Support

• Maintain the College's Policy Manual and support the policy review process.
• Incorporate approved policies and revisions and prepare related Board agenda materials.
• Ensure accessibility and organization of institutional policy documentation.

Financial and Business Operations Support

• Assist the Vice President/CFO and Accounting/Business Services with budgeting activities, financial information, reports, reconciliations, and documentation.
• Monitor invoices, payments, contracts, and recurring business activities.
• Support financial procedures, internal controls, and administrative research efforts.
• Coordinate and oversee the College's Business Enterprise Program efforts and reporting.

Risk Management and Compliance

• Coordinate institutional insurance and risk management activities, including policy renewals, coverage tracking, certificates of insurance, claims documentation, and related research.
• Serve as a liaison with insurance brokers, carriers, and College departments.
• Coordinate the Annual Security Report and required crime data collection and federal reporting.
• Support institutional emergency preparedness, campus safety, and regulatory compliance initiatives.
• Maintain preparedness, safety, and security documentation and training records.

Conference Center Administration

• Coordinate campus event and facility scheduling, excluding academic course scheduling.
• Serve as the central point of contact for internal and external event reservations and shared-use spaces.
• Coordinate event logistics, facility requirements, setup needs, and communication with support departments.
• Oversee conference center operations, including reservations, event coordination, customer service, catering coordination, billing, accounts receivable, invoicing, and utilization reporting.
• Support continuous improvement efforts related to conference center operations, procedures, training, marketing, technology, and facilities.

Emergency Operations

• Serve as a member of the College's Emergency Operations Team.
• Participate in emergency response training exercises and drills.
• Perform assigned emergency response functions as outlined in the College's Emergency Operations Plan.

Additional Duties

• Perform other duties as assigned.

What We're Looking For:

Education and Experience:

• High school diploma required.
• Associate degree in Business, Office Technology, or a related field preferred.
• Three (3) years of experience in administrative support, office operations, customer service, event planning, or a related field.
• An equivalent combination of education and experience that provides the required knowledge, skills, and abilities will be considered.

Skills and Knowledge:

• Knowledge of English usage, grammar, spelling, punctuation, and vocabulary.
• Knowledge of office administration, records management, and business communication practices.
• Knowledge of research methods, report preparation, and organizational processes.
• Knowledge of event scheduling, facility coordination, and logistics.
• Knowledge of accounting, budgeting, auditing, and financial processes.
• Knowledge of emergency…