Executive Assistant & Purchasing Specialist

Executive Assistant & Purchasing Specialist

Reporting to the VP, Finance, Operations & Strategy, the Executive Assistant & Purchasing Specialist will have two key roles : (1) provide executive administrative support for the VP and his team (CFO, CIO, CHRO, and Facilities Director), and (2) oversee and coordinate the purchasing cycle and cost savings activities across the Beloit College organization.

Executive Assistant

• Serve as the primary point of contact for the VP and at times as their proxy, demonstrating a high level of professionalism.
• Manage projects and workload independently, demonstrates a high level of competence and excellent written and verbal communication skills.
• Serves as key contact for inquiries from faculty, staff, students, board of trustees, and others relating to the Vice President for Finance, Operations & Strategy and their areas of responsibility.
• Prepares and responds to correspondence as appropriate; drafts letters and memoranda with the VP.
• Creates, produces, and distributes reports, documents, and presentations with VP.
• Assists VP with drafting agendas and supporting documents for three Board of Trustees committees : Finance, Audit & Risk Management, and Physical Asset Management.
• Responsible for the preparation of Board of Trustee committee meeting minutes for assigned committees to accurately reflect the actions and intentions of the committee(s) and ensure all-important issues are executed.
• Creates and maintains records and files for VP's office and trustee committees.
• Creates and maintains records and files relating to bond issues and powerhouse tax credits. Assists with the preparing compliance documents and ensuring timely submission to various creditors.
• Manages VP's calendar, coordinates schedules, makes appointments, arranges meetings and events, prepares agendas, reserves and prepares facilities.

Purchasing Specialist :

Credentials and Experience :

Knowledge, Skills, and Abilities :

The intent of this job description is to provide the general nature and level of work required of employees who are assigned to this classification and shall not be constructed as an all-inclusive list of duties and responsibilities. Employees may be instructed to perform job-related duties and responsibilities other than those specifically presented in this description.