Executive Assistant to Chief Finance and Operations Officer

Executive Assistant To The Chief Finance And Operations Officer

The Executive Assistant to the Chief Finance and Operations Officer provides high-level administrative, operational, and project support to ensure the effective and efficient functioning of the Finance and Business Operations Division and related organizational initiatives. The position serves as a trusted partner to the Chief Finance and Operations Officer, coordinating division activities, communications, meetings, and special projects while supporting Board governance processes, financial operations, and stakeholder engagement.

The Executive Assistant serves as a liaison among AIU leadership, Board members, school district business officials, and external stakeholders. The position coordinates key division initiatives, maintains confidential information, develops communications and meeting materials, and contributes to the successful delivery of business office services and shared service programs throughout Allegheny County.

Duties and Responsibilities:

Executive and Administrative Support

• Provide comprehensive administrative support to the Chief Finance and Operations Officer.
• Manage calendars, schedules, appointments, travel arrangements, and meeting logistics.
• Coordinate and prioritize communications, correspondence, requests for information, and follow-up activities.
• Prepare reports, presentations, spreadsheets, correspondence, and other documents on behalf of the Chief Finance and Operations Officer.
• Monitor and track projects, assignments, and action items to ensure timely completion.
• Maintain confidential records and information in accordance with organizational policies and legal requirements.

Board and Governance Support

• Coordinate the preparation, review, and submission of Board agenda items and supporting documentation related to the Finance and Business Operations Division.
• Assist in the development and distribution of Board materials, reports, presentations, and resolutions.
• Maintain records related to Board actions affecting Finance and Business Operations Division operations and initiatives.
• Ensure timely communication and follow-up regarding Board-related matters.

Finance and Business Operations Division Coordination

• Coordinate Finance and Business Operations meetings, retreats, trainings, and special events including the quarterly Human Resources and Business Manager Role Alike meetings.
• Develop agendas, prepare meeting materials, record notes, and monitor follow-up activities.
• Assist with the coordination and communication of division goals, projects, and initiatives.
• Support Finance and Business Operations operational processes and workflow management.
• Facilitate communication and collaboration among Finance and Business Operations departments and organizational leadership.

Organizational Initiatives and Program Administration

• Coordinate the annual Act 1 Taxpayer Relief Program process, including communications, timelines, documentation, and stakeholder support.
• Support the annual Comprehensive Services Agreement development, distribution, execution, and recordkeeping process.
• Assist with the administration and coordination of Joint Purchasing Program (energy, fuel, and paper products) activities.
• Support planning, communication, and documentation associated with organizational shared service initiatives.
• Monitor project timelines and ensure completion of assigned deliverables.
• Assist with the annual Comprehensive Services Agreement process.
• Support departmental responses to the Pennsylvania Department of Education and other agencies when needed.
• Assists with data entry and submission of the General Fund Budget to the Pennsylvania Department of Education.

Audit and Compliance Support

• Assist with preparation for the annual independent audit by coordinating documentation, schedules, and requests for information.
• Support compliance-related activities by maintaining records, gathering data, and preparing reports.
• Coordinate responses to information requests from auditors and external agencies.
• Maintain documentation in accordance with applicable laws, regulations, and organizational procedures.

Stakeholder Relations and Communications

• Serve…