Occupational SummaryThe Executive Assistant and Financial Services Specialist provides executive support to BeloitCollege's Vice President for Finance, Treasurer and Chief Financial Officer and coordinates thedaily operations of the Financial Services office. The position maintains organized processesand records for contracts, institutional risk management, and insurance; tracks deadlines andfollow-up; and helps campus colleagues obtain timely guidance from the appropriate decisionmakers. The role supports the College's educational mission through careful administration,responsive service, and sound stewardship of information and resources.Characteristic Duties and ResponsibilitiesExecutive AssistantExecutive support and office operationsManage the vice president's calendar, meeting preparation, correspondence, travel, and follow-up on priorities andcommitments.Coordinate Financial Services office workflows, shared records, supplies, invoices, and service requests; serve as aprofessional point of contact for campus and external inquiries.Prepare agendas, briefing materials, presentations, and confidential documents for leadership and Board of Trusteescommittee meetings; maintain action logs and distribute materials according to established protocols.Support budget preparation and routine office expense monitoring, including purchase and payment documentation withindelegated authority.Contract coordinationMaintain a centralized contract inventory with owners, effective dates, renewal and notice deadlines, insurancerequirements, and approval status.Route proposed agreements for review by the responsible department, Financial Services, legal counsel, and authorizedsignatories under College policy.Track execution, amendments, renewals, and document retention; alert owners well before action dates and help resolvemissing information.Provide administrative coordination for significant leases, vendors, and capital agreements without independentlyproviding legal advice or approving terms.Risk management and insurance administrationMaintain risk registers, incident and claims records, policy files, and follow-up schedules in coordination with responsiblecampus offices.Coordinate annual insurance renewal data requests, certificates of insurance, broker communications, premiumdocumentation, and claims submissions.Track required risk assessments, training, and corrective actions; prepare summaries and escalate overdue or materialissues to the vice president.Help departments understand established procedures for reporting incidents, requesting coverage information, andsubmitting contracts for review.Collaboration and confidentialityWork with faculty, staff, trustees, brokers, counsel, auditors, and vendors with accuracy, discretion, and a service-orientedapproach.Handle sensitive financial, personnel, contractual, and claims information in accordance with College policies andapplicable requirements.Recommend process improvements, maintain written procedures, and ensure continuity of recurring officeresponsibilities.
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