Executive Assistant to the Chief Financial Officer

Salary

$56,077.40 - $84,816.26 Annually

Location

Main Campus (BG), OH

Job Type

Full-Time

Job Number

BGSU01944

Division

Finance & Administration

Department

Finance & Administration

Opening Date

09/03/2026

Pay Grade

355

Summary

This role partners closely with the Vice President for Finance & Administration (VPFA/CFO) as a trusted advisor, strategic gatekeeper, and primary coordinator for administrative and operational matters across the Division of Finance & Administration. The incumbent facilitates communication among senior leaders, anticipates and prioritizes competing demands, exercises independent judgment, and mobilizes resources to ensure divisional priorities are executed. The position provides high-level executive support and calendar management for the VPFA/CFO; serves as project manager for divisional initiatives and Board/committee deliverables; prepares, compiles, and distributes analyses, reports, and communications; and administers administrative and fiscal coordination for Centennial Falcon Properties, Inc. The role requires strict confidentiality, frequent liaison with university leadership, external partners, legal counsel and the Board of Trustees, and often represents the VPFA in cross-unit or external interactions.

Essential Functions

Executive calendar, meeting preparation and travel

• Maintain and manage the VPFA/CFO’s calendar; schedule recurring and ad hoc meetings based on project and executive priorities.
• Proactively triage and adjust the schedule to prioritize high-impact meetings while maintaining continuity for ongoing projects and team activities.
• Prepare comprehensive meeting briefing packages: assemble, review and format materials; provide concise background summaries, action items and recommended talking points; flag follow-ups and assign owners.
• Coordinate calendars with other Executive Assistants and assist direct reports with scheduling and logistics.
• Arrange travel and prepare travel packets (itineraries, maps, meeting materials, registrations, accommodations, and local information) for the VPFA and designated staff.

Board of Trustees, Foundation and committee support

• Develop and maintain the annual Board/committee submission calendar; set deadlines for divisional teams to submit agenda items, materials and presentations in accordance with Board Office timelines.
• Draft initial committee agendas (Finance & Administration, Investment Subcommittee, Audit & Risk Management), background summaries, resolutions, and informational materials for Board books; edit and cross-reference materials for accuracy, completeness and compliance with Board format requirements.
• Collect, review, number and file submissions; ensure materials meet formatting, fiscal-year dating and content standards.
• Coordinate briefings with committee chairs and prepare materials for Board member briefings; attend Board and committee meetings to provide onsite support, logistics coordination and minute-taking as required.
• Bird-dog deadlines and deliverables to ensure all Board and committee materials are completed without exception.

Division-wide project management and strategic planning

• Serve as the VPFA’s primary project manager for divisional initiatives, reports and recurring deliverables (daily, weekly, monthly, quarterly, annual); maintain a central log of tasks, due dates, owners and supporting materials.
• Lead development and dissemination of the annual divisional strategic planning schedule and template; compile departmental plans, edit for alignment with the University’s Strategic Plan, and schedule Senior Staff planning retreats and semi-annual progress reporting.
• Coordinate major cross-functional projects (e.g., efficiency reports, capital proposals), assess incoming requests, identify approval requirements, and route materials to the appropriate offices (Planning & Construction, Purchasing, Controller, Budget Office, deans, etc.).
• Manages significant coordination and two-way communication among Senior Staff, the Vice President, other University divisions, external partners, and Boards.

Personnel, hiring and performance management

• Manage personnel-related workflows for non-academic staff: perform initial review of proposed personnel actions, draft or review position descriptions, coordinate job postings and search logistics, schedule campus visits, and arrange search committee accommodations or consultant engagements as n…