Executive Assistant to Vice President, Business and Finance/CFO

About SUNY Old Westbury:

The State University of New York at Old Westbury is a dynamic and diverse public liberal arts college that fosters academic excellence through close interaction among students, faculty and staff. Old Westbury weaves the values of integrity, community engagement, and global citizenship into the fabric of its academic programs and campus life. In an environment that cultivates critical thinking, empathy, creativity and intercultural understanding, we endeavor to stimulate a passion for learning and a commitment to building a more just and sustainable world. The University is a community of students, teachers, staff, and alumni bound together in mutual support, respect, and dedication to the Mission.

SUNY Old Westbury serves large populations of underrepresented, first-generation, and non-traditional students.  Candidates with experience working with a similar student body, and a demonstrated commitment to supporting these populations, are strongly encouraged to apply.

Since its foundation in 1965, SUNY Old Westbury has been committed to social justice, diversity, and the empowerment of traditionally underserved populations.  The University serves a large proportion of non-traditional students and has earned the prestigious Higher Education Excellence in Diversity Award from Insight into Diversity magazine for six consecutive years. 

Located on a 604-acre campus on Long Island, Nassau County, about 40 miles from New York City, SUNY Old Westbury comprises four Schools (Education, Business, Arts and Sciences and Professional Studies) with total enrollment of 4400 students.  For more details about the SUNY Old Westbury, please refer to our website at www.oldwestbury.edu.

Job Description:

JOB DESCRIPTION

Position Title: Executive Assistant to the Vice President, Business & Finance / CFO

Location: On-site

Reports To: Vice President, Business & Finance / Chief Financial Officer

POSITION SUMMARY

The Executive Assistant provides high-level administrative and operational support to the Vice President, Business & Finance / CFO, serving as the primary point of coordination for the division. The incumbent manages the CFO's calendar and correspondence, produces accurate and well-formatted documents and reports, tracks projects and deadlines, and acts as a liaison among executive staff, senior administrators, and institutional administration. This position is distinguished from other administrative roles in the division by its direct, confidential support of the CFO and its responsibility for division-wide coordination.

SUPERVISORY RESPONSIBILITIES

This position has no direct reports. The incumbent reports directly to the Vice President, Business & Finance / CFO.

DUTIES AND RESPONSIBILITIES

Principal duties are:

• Manage the CFO's calendar by scheduling, prioritizing, and resolving conflicts among meetings to ensure effective use of executive time.
• Present contracts and documents for signature by reviewing content and providing brief summaries so the CFO can act efficiently and accurately.
• Track division projects and deadlines by maintaining status logs and following up with responsible staff to ensure timely completion.
• Compile and transmit the Monthly Report to senior leadership by gathering divisional updates and formatting them into a clear, accurate summary.
• Screen and direct incoming calls and inquiries by serving as the first point of contact for the office and routing issues appropriately.
• Liaise among executive staff, senior administrators, and institutional administration by relaying information accurately and maintaining professional working relationships.
• Serve as a point of contact for staff, students, and families by addressing routine inquiries and directing complex issues to the appropriate office.
• Coordinate distribution of divisional communications and monthly newsletter by preparing and disseminating messages to the community in a timely manner.
• Organize and moderate divisional staff meetings by preparing agendas, recording minutes, and distributing follow-up action items.
• Produce professional documents, tables, and reports by applying strong word processing and spreadsheet skills to ensure accuracy and clear formatting.
• Maintain the divisional organization chart, staff lists, and files by updating records as personnel and structure changes occur.
• Support divisional web page updates by preparing and publishing approved content.
• Reconcile monthly timesheets and respond to payroll inquiries by verifying records against attendance and coverage schedules.
• Maintain the divisional time-off calendar by tracking staff attendance and advising on appropriate coverage.
• Plan and secure travel arrangements by booking itineraries and processing and submitting travel vouchers and expense reports.
• Provide certificates of insurance for off-site division events by coordinating with the appropriate insurance contacts.
• Assist with hiring for division roles by serving on search committees, interviewing candidates, checking references, and preparing offer and welcome letters.
• Support new staff onboarding within the division by maintaining and applying a master onboarding checklist.
• Provide notary services to the university community as licensed and requested.
• Perform other general administrative duties as needed to support the effective operation of the office.

Requirements:

MINIMUM QUALIFICATIONS

Education:

Associate's degree required; Bachelor's degree preferred. Equivalent combination of education and experience will be considered.

Experience:

• Minimum of 5 years of experience as an Executive Assistant or in a comparable administrative role; experience supporting a finance office or in a higher-education/institutional setting preferred.

KNOWLEDGE, SKILLS, AND ABILITIES (KSAs)

Knowledge

• Administrative practices and office management procedures
• Budget, timesheet, and payroll processes at a working level
• Institutional policies and procedures governing the division

Skill

• Advanced proficiency in word processing, presentations and spreadsheet software (e.g., Microsoft Word/Excel/PowerPoint or Google Docs/Sheets/Slides), including clean document and table formatting
• Rapid learning and adoption of new technology and office systems
• Accurate and efficient data entry and recordkeeping

Ability

• Establish and maintain effective working relationships with executive staff, colleagues, and the university community
• Write routine reports, memos, and correspondence using proper grammar, spelling, and punctuation
• Set priorities and manage multiple duties and responsibilities simultaneously under deadline pressure
• Exercise discretion and sound judgment in handling confidential financial and personnel information
• Adapt to changes in work procedures, policies, and the work environment
• Obtain and maintain a notary license

Additional Information:

Salary Range: $80,000 - $90,000, based on experience

Comprehensive benefits: Benefits-At-A-Glance - MC Unclassified

Position Type: Professional

Line Number: 04173
Official Budget Title: Executive Assistant to Vice President, Business and Finance/CFO
Campus Title: Assistant to the Vice President & Chief Financial Officer
Department: Business & Finance 
FTE: Full- Time
Negotiating Unit: Management Confidential 
Salary Grade: MP-5
FLSA Status: Non- Exempt

The successful candidate must be authorized to work in the United States.

The State University of New York at Old Westbury is an Equal Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, age, color, religion, sex, sexual orientation, national origin, disability status, protected veteran status, or any other characteristic protected by law.

If you require an accommodation for a disability in order to participate in the selection process, please contact the Office of Human Resources/Affirmative Action located in the Campus Center, Room I-211 or by calling (516) 876-3179.

The Annual Security and Fire Report is filed as required by federal law. The purpose of this report is to provide faculty, staff and students with campus safety information, including crime statistics and safety policies and procedures. The report contains information regarding security and personal safety, including topics such as crime prevention, fire safety, crime reporting policies, disciplinary procedures and other matters of importance related to security and safety on campus. The report also contains information about crime statistics for the previous three calendar years. You can obtain a copy of this report by contacting the University Police Department (516) 876-3333 or by downloading a copy.

Pursuant to Executive Order 161, no State entity, as defined by the Executive Order, is permitted to ask, or mandate, in any form, that an applicant for employment provide his or her current compensation, or any prior compensation history, until such time as the applicant is extended a conditional offer of employment with compensation. If such information has been requested from you before such time, please contact the Governor's Office of Employee Relations at (518) 474-6988 or via email at info@goer.ny.gov. 

Application Instructions:

To be considered for this position please submit the following information:

1. cover letter,
2. resume/CV,
3. contact information (name, email address and telephone number) for three (3) references, and
4. a fully completed Old Westbury employment application (available during the online application process).

Only applications submitted online will be considered.

Internal and external search to occur simultaneously.

CLOSING DATE FOR RECEIPT OF APPLICATIONS:  November 3rd, 2026

VISA sponsorship is not available for this position.

We encourage protected veterans, individuals with disabilities, women and minorities to apply.

Employment in this position will be contingent on the College's verification of credentials and any other information required by federal or state law, and SUNY Old Westbury polices, including the completion of pre-employment screening.