Executive Assistant to the Vice President & Chief Financial Officer

Make a difference at one of Florida’s premier institutions for education in science, technology, engineering, and math (STEM). Florida Polytechnic University, ranked the No. 1 public college in the region by U.S. News and World Report, offers a unique working environment that encourages faculty and staff to be part of a culture that prizes collaboration, innovation, and the willingness to go above and beyond to ensure our students and University succeed. Florida Poly offers a small campus academic environment where students form connections with their faculty and peers as they pursue high-value degrees in engineering and applied sciences. The University is equipped with cutting-edge facilities and equipment and two award-winning, architecturally distinct academic buildings. Its evolving curriculum, designed to meet the needs of industry and provide a life-long educational foundation for students, has helped the institution grow in prominence since its opening in 2014. Florida Poly’s deliberately small classes, affordability, and outstanding graduate outcomes have helped it earn recognitions such as being named a top value school, in the top 25 nationally for affordability, and in the top five best universities in the South for tech students. Accredited by ABET and SACSCOC, Florida Poly is educating some of the brightest minds in Florida and attracting standout talent from across the nation. JOB TITLEExecutive Assistant to the VicePresident & Chief Financial OfficerJOB DESCRIPTION SUMMARYThe Executive Assistant to the Vice President (VP) & Chief Financial Officer (CFO) is a highly visible and impactful role that focuses on optimizing and elevating the VP's efficiency by managing their schedule and ensuring priorities are set effectively through careful organizational management. The role involves drafting and revising correspondence and gathering comprehensive research and background materials on critical issues and projects to support executive decision-making.
The Executive Assistant is not just a support role but a key player in the VP's office. They are responsible for discerning the relevance and priority of various meetings, events, and communications, aligning them with the VP’s strategic objectives. In addition, as the primary liaison for the VP, the role requires interaction with both internal and external stakeholders, facilitating effective communication across all organizational levels. Additionally, the Executive Assistant provides support to the Administration & Finance (A&F) Division’s Associate/Assistant Vice Presidents and Directors (Leadership), as needed, handling sensitive and confidential matters pertaining to personnel, budgeting, and other critical correspondence. This position reports directly to the VicePresident & Chief Financial Officer.JOB DESCRIPTION

Duties and Responsibilities

Administrative and Time Management (30%)

• Serve as the Vice President & CFO’s right hand. Representing the VP’s office at meetings, events, and community-wide initiatives as directed by the VP.
• Collaborate, coordinate, and guide the consistency of all A&F functions – ensuring quality in service and an outstanding customer experience for internal and external stakeholders.
• Relieve the VP of administrative and business details by performing a variety of non-standardized tasks.
• Manage the VP’s calendar and schedule with meticulous attention, ensuring optimal time use and prioritizing engagements based on strategic importance.
• Review, monitor, and triage, with confidentiality at the forefront, the VP’s email accounts.

Communication and Information Preparation (30%)

• Draft, edit, and manage correspondence to ensure clarity and professionalism on behalf of the VP’s office.
• Send email communications on behalf of the Vice President & CFO when deemed appropriate by the VP.
• Compile detailed research and background information on priority issues and projects to support informed decision-making by the VP.

Decision Support and Prioritization (20%)

• Assess the VP’s requirements for making informed decisions about allocating time to events, meetings, and correspondence.
• Ensure that the VP’s schedule aligns with strategic priorities and organizational needs.

Liaison and Coordination (10%)

• Serve as the primary point of contact between the VP and the majority of internal/external stakeholders.
• Facilitate communication and collaboration across all levels of the division, enhancing operational effectiveness.

Support to Additional Leadership and Confidential Handling (10%)

• Provide operational and administrative support to the A&F’s Leadership and other designated individuals as needed.
• Handle highly sensitive matters with discretion and confidentiality, including personnel issues, budget preparation, internal and external correspondence, and other complex situations.
• Serve as primary support for A&F’s professional development opportunities.

Knowledge, Skills, and Abilities (KSAs):

• Highly collaborative.
• Ability to meet project deadlines while adapting to immediate demands/priorities.
• Knowledge of corporate, higher education, state, and federal governance principles, as well as managerial best practices.
• Skills in managing complex schedules and logistics with the ability to anticipate needs.
• Ability to thrive in a high-energy, fast-paced environment and prioritize work under pressure.
• Ability to maintain confidentiality and handle sensitive information with discretion.
• Always exercise decorum and protocol appropriate for the Vice President & CFO’s Office.

Minimum Qualifications:

• Bachelor’s degree in business administration, communications, or a related field.
• At least two years of executive administrative experience, preferably in the corporate or public higher education sector.
• Strong proficiency in MS Office and corporate productivity tools.
• Excellent organizational and time management skills.
• Excellent oral and written communication skills
• Demonstrated a high degree of diplomacy.
• In lieu of a degree, any appropriate combination of relevant education, experience, and/or certifications may be considered.

Preferred Qualifications:

• Experience supporting C-level executives in the financial or public higher education sector.
• Advanced certification in administrative management (e.g., Certified Administrative Professional).
• Experience with enterprise resource platforms, financial management software, and other analysis tools.

REQUIRED LICENSES, CERTIFICATIONS, AND/OR OTHER SPECIFIC REQUIREMENTS OF LAW:

• This position requires a background check, which includes a level II screening as required by the Florida Statute §435.
• This position is subject to federal and state privacy regulations.

NORMAL WORK SCHEDULE: This position is salary exempt. The normal work schedule is Monday through Friday, 8:00 a.m. to 5:00 p.m.; however, occasional overtime (weekends and evenings) may be required. Travel between campus locations may be required.

TARGET HIRING SALARY: $60,000 - $70,000, commensurate with experience.

APPLICATION DEADLINE DATE: The position is open until filled; however, the review of applications will commence immediately.

APPLICATION PROCESS: In addition to completing the online application, all Applicants are required to upload the following as an attachment to the application (preferably in PDF format):

• Cover Letter
• Resume
• Contact information for three professional references

ADDITIONAL INFORMATION TO APPLICANTS:

This role will be primarily based at the Poly South campus, which is physically located on the Lakeland campus of Polk State College. It also has periodic duties on the Florida Poly main campus.

DIVERSITY STATEMENT:

Florida Polytechnic University is an equal opportunity/equal access institution. It is the policy of the Board of Trustees to provide equal opportunity for employment and educational opportunities to all (including applicants for employment, employees, applicants for admission, students, and others affiliated with the University) without regard to race, color, national origin, ethnicity, sex, religion, age, disability, sexual orientation, marital status, veteran status or genetic information.

Employment is contingent upon eligibility to work in the US. An appointment is not final until proof is provided.

FLORIDA POLY BENEFITS INFORMATIONFlorida Poly qualified employees have the opportunity to take advantage of a variety of health benefits (through the State of Florida) to help meet their specific needs, as well as the needs of their family. This comprehensive coverage includes flexible spending accounts, medical and life insurance, and worker's compensation.Health benefits are administered through People First, on behalf of the State of Florida, as pre-tax insurance plans. People First handles all new hire enrollments, coverage changes, premium administration, and dependent eligibility. Their Service Center is staffed Monday through Friday, from 8 a.m.–6 p.m. EST, at 1-866-663-4735.RETIREMENTFlorida Poly offers great options for retirement. From the required selection of a state plan to additional voluntary retirement plans, our employees have many opportunities to save and prepare for their future. Click here for more information. FLORIDA POLY BENEFITS

• Perks and Discounts
• Annual Leave
  • To help promote work-life balance, Florida Poly provides a generous leave program, which includes paid time off and paid holidays. Qualified employees may accrue 22 days of annual leave. In addition, the University observes the holidays listed in our University Holidays policy FPU-1.008.
• Sick Leave
  • Qualified employees may also accrue 12 days of annual sick leave and participate in our Sick Pool Program.
• Employee Assistant Program (EAP)

EXPLORE LAKELAND FLORIDAConveniently located along I-4 between Tampa and Orlando, Lakeland is home to Florida Polytechnic University and many other businesses and attractions. Click here to explore Lakeland, Florida.SPECIAL INSTRUCTIONS REGARDING ATTACHMENTS: Required attachments are listed on each posting. Please be sure to attach all required documents in the Resume/CV field before continuing through the application. Once your application has been submitted, no changes may be made and additional attachments will not be considered. An unofficial copy of the degree/transcript is acceptable during the application process. For positions requiring a degree, the official transcripts are required upon hire. Foreign Transcript: Transcripts issued outside of the United States require a equivalency statement from a certified transcript evaluation service verifying the degree equivalency to that of an accredited institution within the USA. This report must be attached with the application and submitted by the application deadline. All document(s) must be received on or before the closing date of the job announcements. This position requires a background check, which may include a level II screening as required by the Florida Statute §435.04.