Executive Assistant to Chief Financial Officer and Treasurer

POSTED: December 4, 2017
BUSINESS: Purdue Research Foundation
POSITION TYPE: Full-time, Non-exempt
START DATE: Immediate Availability

Essential Functions:

  • Serve as Executive Assistant to the Chief Financial Officer & Treasurer.
  • Compose highly confidential correspondence containing financial, budgetary and legal subject matter.
  • Maintain appointment calendar for Chief Financial Officer & Treasurer.
  • Communicate effectively with University personnel, Foundation attorneys, bank representatives, and external clients.
  • Schedule staff meetings, conference calls, and meetings with individual staff members and external clients and make all logistical arrangements as needed.

Additional Responsibilities:

  • Coordinate the PRF Finance Audit Committee Meetings.
  • Complete the monthly financial dashboard.
  • Serve as secretary of the Back a Boiler LLC and Pave the Way LLC.
  • Maintain record retention policy and coordinate off-site storage processes.
  • Receive, handle and/or route incoming mail, faxes, email, and telephone calls accordingly.
  • Assist with completing annual affiliate insurance renewal applications for PRF, Purdue GMP Center, McClure Services, and other affiliates.
  • Assist in preparation of financial reports.
  • Assist with annual internal and external audit preparation.
  • Assist with federal, state, and local tax preparation and ensure deadlines are met.
  • Research and prepare correspondence to IRS or State Department of Revenue when discrepancies occur.
  • Prepare check requests.
  • Prepare agendas for various meetings.
  • Maintain and revise Accounting procedural manual as directed.
  • Assist with documentation for annual state solicitation registrations.
  • Reconcile Accounting managers’ credit card purchases.
  • Distribute sales tax exemption forms, W-9s, and other organizational documents as required.
  • Make select purchases for Accounting staff.
  • Obtain W-8 or W-9 forms from vendors.
  • Maintain PRF Business Entity organizational chart.
  • Notarize documents as needed.
  • Maintain and update bank account agreements and signature authority forms.
  • File Business Entity Report and other required documents with the Indiana Secretary of State.
  • Obtain required University and Foundation officer signature approval in a timely manner.
  • Assist with travel arrangements and travel reimbursement documentation.
  • Provide administrative/clerical support to Accounting department staff members and maintain department calendar, ensuring external deadlines are met and staff certifications are current.
  • Assist Accounting department staff members with special projects as needed.
  • Assist Chief Financial Officer & Treasurer with timecards, dissemination of information to staff, and staff recognition.
  • Prepare conference rooms for meetings and set up all necessary equipment.
  • Other duties as assigned.

Knowledge/Skills/Abilities:

  • Demonstrated competence with Microsoft Word, Outlook, Excel, PowerPoint, and SharePoint.
  • Experience in electronic calendaring, meeting planning, and coordinating schedules.
  • Excellent verbal and written communication skills.
  • Strong organizational skills and ability to meet multiple deadlines.
  • Ability to work with little supervision and take initiative when appropriate.
  • Attention to detail, confidentiality and discretion.

Education/Experience:

  • Bachelor’s degree preferred.
  • A minimum of five years of experience in a responsible, high level administrative position.

If you are interested in applying for this position, please send a cover letter and resume to the Director of Human Resources at humanresources@prf.org by Friday, December 22, 2017.  A criminal conviction check and negative controlled substance test are required for employment in this position. Purdue Research Foundation is an equal opportunity, affirmative action employer fully committed to achieving a diverse workforce.

 

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