What are the responsibilities and job description for the Executive Assistant position at Academy of Art University?
Driven. Engaging. Innovative. Do these words motivate you? If so, then we want to talk with you. Academy of Art University offers a rewarding employment experience for those who excel in a dynamic environment and who can consistently deliver high-caliber customer service. We thrive on ingenuity and pursue ideas every day that lead to extraordinary opportunities for tomorrow. Apply here for your next career!
Academy of Art University is seeking an Executive Assistant to support our CFO. The Executive Assistant will be responsible for calendar management, daily / weekly reporting, and should have a keen attention to detail. Ideal candidates will have at least 2 years' experience in a support role, highly organized and have experience with MS Excel, PowerPoint, and Adobe. A background working in a financial setting is a plus!
This is an on-site position, on campus in San Francisco.
Responsibilities :
- Oversee daily functions of the CFO’s office in effort to optimize and maximize communication / efficiencies throughout the organization.
- Manage internal and external communications by answering and directing phone calls, send timely correspondence on behalf of the office, facilitate all incoming and outgoing mail and coordinate logistics for meetings and other appointments.
- Prepare and brief the CFO of their daily schedule. Compile documents needed for respective meetings. Ensure the CFO remains on schedule.
- Organize, by date and priority, all requests received from academic and administrative departments for the CFO. Track the timing of approvals and responses and keep the CFO aware of outstanding matters.
- Approve incoming and outgoing wire transfer requests, ensuring requests are processed by the deadline.
- Research all incoming AP / purchasing requests and prepare CFO for review.
- Prepare weekly enrollment reports for executive leadership.
- Assist with annual insurance renewal process, including tracking and delegating requests to complete applications.
- Assist with the organization’s budget process. Duties include, but are not limited to, scheduling meetings, note-taking and organizing and entering data within Excel.
- Assist with other annual organizational processes such as audit, taxes, and unclaimed property.
- Deposit and record all incoming deposits for the Wellness and Athletics Foundation.
- Keep organization contacts up-to-date for the Finance department.
- Act as point of contact for student insurance requests.
- Receive all incoming vendor contracts, ensure directed revisions are made and track the review and approval process until vendor contracts are fully executed.
- Complete other tasks as assigned which includes attending meetings to record minutes; answering questions regarding basic operational or procedural matters; processing, maintaining, and purging the CFO’s files; and administratively supporting other departments within the CFO’s reporting structure.
- Assist with various projects as needed from the Office of the President and Human Resources department.
Compensation :
30.00 to $33.00 per hour
Application Deadline :
March 31, 2025
To learn more about Academy of Art University please visit our website at :
Benefits :
Academy of Art University offers full-time employees health insurance, 401k options, paid vacation based on years of service (15 days' accrual at start), paid holidays, paid sick leave and a commuter benefit program. The Academy also offers full-time employees an opportunity to take one undergraduate course tuition free each semester. Employees also have access to our multi-lane swimming pool, fitness center and recreational programs, including our NCAA Division II events.
Salary : $30 - $33
