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Executive Administrative Assistant to Chief Financial Officer and General Counsel

INTERACTS WITH:  Various stakeholders across entire Thunderbird community, including members of the Board of Trustees, Senior Management Team, donors, global visitors, outside auditors, attorneys and third party contractors.

PURPOSE OF POSITION:  This position is responsible for providing a wide variety of complex and confidential executive level administrative tasks to support the Chief Financial Officer (CFO) and General Counsel (GC). This position is also the main point of contact for the Shared Services teams
and liaison between the CFO and GC and other departments and inter-departmental teams and external resources.

Primary Duties and Responsibilities

Administrative Support

  • Prepare PowerPoint presentations, spreadsheets, documents, information packages, binders for various meetings (such as budget, business review, Board meetings, committee meetings) ensuring compliance against management deadlines.  Prepare and distribute comprehensive minutes of meetings as necessary.
  • Compose correspondence, memoranda, emails, or other materials independently or based upon oral instructions.  Maintain a variety of records and files related to institutional operations and functions, including material of a sensitive and confidential nature. 
  • Review senior staff expense reports before submission to CFO.  Review and approve (after CFO review) all travel arrangements for Shared Services staff and maintain file.  Supports CFO and GC with technology – assists with teleconferences, webinars, and video-conferences.
  • Monitors and coordinates CFO and GC calendars for appointments/engagements. Screens phone calls and drop-by guests.  Organizes meeting with clients/guests/visiting global colleagues/staff.  Maintains mailing lists.  Responsible for room reservations, ordering meals/refreshments as needed, hotel rooms, itineraries, off-site reservations, and meeting scheduling.  Prepare and distribute agendas and meeting packets.
  • Organizes travel arrangements (including visas), provides travel and business itineraries prior to departure.  Coordinate meeting schedules with overseas offices. 
  • Reconciles and prepares expense reports; follows-up on reimbursement status to ensure timely fund transfer.  Liaison with Business Office for any finance-related issues.
  • Assists with special projects or events – develops creative solutions for projects.
  • Provides general support to the Office of the President as needed.

Board and Committee Support

  • Board of Trustees and Audit, Executive, Nominating & Governance, and Finance and Business Performance Committees – schedules and participates in Committee meetings as needed. Assists in meeting communication, logistics, and minute preparation as needed.  Prepares presentations and/or pre-reads at the direction of CFO or GC.

Inter-Department Support

  • Human Resources – create, process, reconcile, and maintain President’s Office time sheet files.  Serve as point of contact for HR for changes/corrections of personnel information, and Organizational Chart update.  Order contact for business cards, letterhead, and other items.
  • Maintain professional & productive working relationship with various departments/contacts across campus.
  • Special Projects or staff assistance as assigned by CFO and GC (i.e. Holiday cards for department, United Way, contract files, etc.)

Other Duties

  • Additional duties may be assigned at the discretion of the CFO or GC to meet business objectives and deadlines.

Experience/Education

  • Some college preferred and minimum of five years of increasingly responsible executive administrative office responsibilities.
  • Ability to monitor and coordinate multiple tasks and meet designated deadlines in a fast-paced environment. 
  • Highly proficient with Office applications (Word, Excel, PowerPoint, Outlook) and Adobe Acrobat Pro as well as experience with databases and various on-line tools.
  • Strong problem-solving skills working independently or with others.
  • Demonstrated ability for discretion and confidentiality in handling sensitive issues
  • Experience in travel arrangements, record-keeping, expense reports, setting up and maintaining filing systems.
  • Organizational and verbal/written communication skills, proof-reading ability and high accuracy.  Must demonstrate solid knowledge of grammar, spelling and punctuation.
  • Must be able to represent the senior management team and the department in a highly professional manner.
  • Must be a self-starter and require little to no supervision, while observing department and school guidelines and high level of confidentiality.
  • Ability to maintain calm demeanor during busy or stressful times.
  • Ability to be flexible in terms of hours of work, as required

Communication Skills

  • Must possess excellent oral and written communication skills and ability to communicate at all levels in a highly professional manner, both internally and externally, with diplomacy and absolute discretion.
  • Effectively interface with people from different cultures
  • Highly professional representative of the office of President, CFO, and GC.

Please send resume to: Thunderbird School of Global Management, Human Resources Ref. #1941,
1 Global Place, Glendale, AZ 85306 or e-mail HRresumes@thunderbird.edu. EEO/MFDV

Positions open until filled. Relocation costs are not paid. In compliance with Federal and State equal employment opportunity laws, Thunderbird School of Global Management is an equal opportunity employer. Applicants are considered for all positions without regard to race, color, religion, sex, national origin, age, marital status, veteran status, non job-related disability, or any other protected group status.