Chapman University
Executive Assistant, Limited Term
🇺🇸 Orange, CA
🕑 Full-Time
💰 $82K - $88K
💻 Other
🗓️ October 2nd, 2025
Edtech.com's Summary
Chapman University is hiring an Executive Assistant, Limited Term. This role supports the Interim Vice President for Finance & Controller by managing priorities, ensuring timely execution of financial deadlines, and facilitating communication within the Financial Services department and across campus. The Executive Assistant handles sensitive information and contributes to the smooth operation of the Financial Services division.
Highlights
- Provide high-level administrative, organizational, and operational support to the Interim VP for Finance & Controller.
- Manage VP's calendar, communications, meeting preparation, expense reports, and travel arrangements.
- Maintain master calendar for key financial and operational deadlines.
- Assist in overseeing Accounting, Accounts Payable, Payroll, Purchasing, and Student Business Office operations.
- Track and coordinate projects, special initiatives, and department events.
- Required proficiency in Microsoft Office Suite and collaboration platforms (Teams, Zoom, SharePoint).
- Bachelor's degree in Business Administration, Finance, or related field, or equivalent experience.
- Minimum of 5 years experience supporting senior leadership in a similar role.
- Experience handling confidential information with discretion.
- Desired familiarity with PeopleSoft, SAP Concur, and higher education or finance sectors.
- Full-time position with an anticipated salary range of $82,000 - $88,000.
Executive Assistant, Limited Term Full Description
Executive Assistant, Limited Term
Please see Special Instructions for more details.
Chapman University is an equal opportunity employer that provides equal employment opportunities to all individuals, regardless of their protected characteristics. All qualified applicants and employees are encouraged to apply and will receive consideration for employment without regard to race, color, religion, age, sex, sexual orientation, gender identity, gender expression, national origin, ancestry, citizenship status, physical disability, mental disability, medical condition, military and veteran status, marital status, pregnancy, genetic information or any other characteristic protected by state or federal law.
Applicants for Staff and Administrator positions must be currently authorized to work in the United States on a full-time basis. Chapman University does not sponsor applicants for Staff and Administrator positions for work visas.
The offer of employment is contingent upon satisfactory completion and outcomes of a criminal background screening and returning to the Office of Human Resources a signed original acceptance of the Chapman University Agreement to Arbitrate.
Posting Details
Position Information
Position Title | Executive Assistant, Limited Term
Position Type | Limited-Term
Job Number | SA67424
Full or Part Time | full-time 40 hours weekly
Fair Labor Standard Act Classification | Exempt
Anticipated Pay Range | $82,000 - $88,000
Pay Range Information | Chapman University is required to provide a reasonable estimate of the compensation range for this position. This range takes into account a variety of factors that are considered in making compensation decisions, including experience, skills, knowledge, abilities, education, licensure and certifications, and other business and organizational needs. Salary offers are determined based on the final candidate’s qualifications and experience, as well as internal equity and other internal factors. The anticipated pay range is not a promise of a particular wage.
Position Type | Limited-Term
Job Number | SA67424
Full or Part Time | full-time 40 hours weekly
Fair Labor Standard Act Classification | Exempt
Anticipated Pay Range | $82,000 - $88,000
Pay Range Information | Chapman University is required to provide a reasonable estimate of the compensation range for this position. This range takes into account a variety of factors that are considered in making compensation decisions, including experience, skills, knowledge, abilities, education, licensure and certifications, and other business and organizational needs. Salary offers are determined based on the final candidate’s qualifications and experience, as well as internal equity and other internal factors. The anticipated pay range is not a promise of a particular wage.
Position Summary Information
Job Description Summary | The Executive Assistant provides high-level administrative, organizational, and operational support to the Interim Vice President for Finance & Controller. This role serves as a critical partner in managing priorities, ensuring timely execution of financial deadlines, and facilitating communication within the Financial Services department and with other campus departments. The Executive Assistant is entrusted with sensitive and confidential information and plays a key role in helping the Financial Services division operate smoothly and efficiently.
Responsibilities | Administrative & Executive Support: Manage and optimize the VP’s calendar, ensuring strategic use of time and prioritization of critical meetings. Screen and prioritize incoming communications; draft responses and handle routine inquiries. Meeting prep: gathering background, prepping briefing notes, circulating agendas. Ensure the VP arrives at meetings on time. Prepare expense reports and P-card reconciliations, handling receipts, ensuring compliance. Request suppliers, create requisitions, and submit invoices for payments Prepare documents for VP signature and distribute executed copies to requesters. Handle logistics with HR and IS&T. Book flights, hotels, cars, and prepare travel itineraries.
Finance & Operations Coordination: Maintain a master calendar covering board meetings, materials due dates, payroll runs, AP check runs, Student billing due dates, Add/drop dates, month-end close dates, tax filing and deposit due dates, etc. Assist the VP of Finance in overseeing multiple operational areas, including Accounting, Accounts Payable, Payroll, Purchasing, and the Student Business Office by tracking and organizing metrics, deliverables, and follow-ups. Assist the VP of Finance in maintaining awareness of team dynamics by tracking feedback, compiling observations from meetings and communications, and surfacing potential concerns or trends. Create and/or update standard operating procedures (SOPs).
Project Management and Event Support: Provide project management support by tracking in-flight projects, following up on deadlines, flagging risks or bottlenecks, and helping the VP prioritize projects across the department. ensuring alignment with the Financial Services Division’s priorities Coordinate special projects and initiatives on behalf of the VP of Finance. Coordinate occasional department events and recognition activities, including planning logistics, managing communications, and ensuring alignment with the Financial Services Division’s culture and values.
Required Qualifications | Bachelor’s degree in Business Administration, Finance, or related field; or equivalent work experience. 5+ years of experience as an Executive Assistant, Administrative Manager, or similar role supporting senior leadership. Strong organizational skills and the ability to manage multiple priorities and deadlines. Anticipates needs and solves problems before they escalate. Ensures accuracy in deadlines, documents, and communications. Excellent written and verbal communication skills; ability to draft professional correspondence. Maintains positive working relationships across departments and with external partners. High level of proficiency with Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and collaboration platforms (Teams, Zoom, SharePoint) Proven ability to handle confidential information with discretion.
Desired Qualifications | Experience with higher education, finance, or related industries. Familiarity with PeopleSoft (finance, payroll, student records), SAP Concur (Travel & Expense), or similar.
Special Instructions to Applicants | Chapman University is an equal opportunity employer that provides equal employment opportunities to all individuals, regardless of their protected characteristics. All qualified applicants and employees are encouraged to apply and will receive consideration for employment without regard to race, color, religion, age, sex, sexual orientation, gender identity, gender expression, national origin, ancestry, citizenship status, physical disability, mental disability, medical condition, military and veteran status, marital status, pregnancy, genetic information or any other characteristic protected by state or federal law.
Applicants for Staff and Administrator positions must be currently authorized to work in the United States on a full-time basis. Chapman University does not sponsor applicants for Staff and Administrator positions for work visas.
The offer of employment is contingent upon satisfactory completion and outcomes of a criminal background screening and returning to the Office of Human Resources a signed original acceptance of the Chapman University Agreement to Arbitrate.
Minimum Number of References | 3
Maximum Number of References | 4
Responsibilities | Administrative & Executive Support: Manage and optimize the VP’s calendar, ensuring strategic use of time and prioritization of critical meetings. Screen and prioritize incoming communications; draft responses and handle routine inquiries. Meeting prep: gathering background, prepping briefing notes, circulating agendas. Ensure the VP arrives at meetings on time. Prepare expense reports and P-card reconciliations, handling receipts, ensuring compliance. Request suppliers, create requisitions, and submit invoices for payments Prepare documents for VP signature and distribute executed copies to requesters. Handle logistics with HR and IS&T. Book flights, hotels, cars, and prepare travel itineraries.
Finance & Operations Coordination: Maintain a master calendar covering board meetings, materials due dates, payroll runs, AP check runs, Student billing due dates, Add/drop dates, month-end close dates, tax filing and deposit due dates, etc. Assist the VP of Finance in overseeing multiple operational areas, including Accounting, Accounts Payable, Payroll, Purchasing, and the Student Business Office by tracking and organizing metrics, deliverables, and follow-ups. Assist the VP of Finance in maintaining awareness of team dynamics by tracking feedback, compiling observations from meetings and communications, and surfacing potential concerns or trends. Create and/or update standard operating procedures (SOPs).
Project Management and Event Support: Provide project management support by tracking in-flight projects, following up on deadlines, flagging risks or bottlenecks, and helping the VP prioritize projects across the department. ensuring alignment with the Financial Services Division’s priorities Coordinate special projects and initiatives on behalf of the VP of Finance. Coordinate occasional department events and recognition activities, including planning logistics, managing communications, and ensuring alignment with the Financial Services Division’s culture and values.
Required Qualifications | Bachelor’s degree in Business Administration, Finance, or related field; or equivalent work experience. 5+ years of experience as an Executive Assistant, Administrative Manager, or similar role supporting senior leadership. Strong organizational skills and the ability to manage multiple priorities and deadlines. Anticipates needs and solves problems before they escalate. Ensures accuracy in deadlines, documents, and communications. Excellent written and verbal communication skills; ability to draft professional correspondence. Maintains positive working relationships across departments and with external partners. High level of proficiency with Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and collaboration platforms (Teams, Zoom, SharePoint) Proven ability to handle confidential information with discretion.
Desired Qualifications | Experience with higher education, finance, or related industries. Familiarity with PeopleSoft (finance, payroll, student records), SAP Concur (Travel & Expense), or similar.
Special Instructions to Applicants | Chapman University is an equal opportunity employer that provides equal employment opportunities to all individuals, regardless of their protected characteristics. All qualified applicants and employees are encouraged to apply and will receive consideration for employment without regard to race, color, religion, age, sex, sexual orientation, gender identity, gender expression, national origin, ancestry, citizenship status, physical disability, mental disability, medical condition, military and veteran status, marital status, pregnancy, genetic information or any other characteristic protected by state or federal law.
Applicants for Staff and Administrator positions must be currently authorized to work in the United States on a full-time basis. Chapman University does not sponsor applicants for Staff and Administrator positions for work visas.
The offer of employment is contingent upon satisfactory completion and outcomes of a criminal background screening and returning to the Office of Human Resources a signed original acceptance of the Chapman University Agreement to Arbitrate.
Minimum Number of References | 3
Maximum Number of References | 4
Pre-screening Questions
Required fields are indicated with an asterisk (*).
- * Have you supported an executive level position in an academic or corporate setting (e.g., dean, library director, executive in another industry, etc.)?
- Yes
- No
- * Please describe your experience in handling in prioritizing competing requests when faced with interruptions and fluctuating workload?
(Open Ended Question)
Applicant Documents
Required Documents
- Resume
- Cover Letter
- 3 References Listed on One Page
Optional Documents
MAIN CAMPUS
One University Drive
Orange, CA 92866
(714) 997-6815
RINKER HEALTH SCIENCE CAMPUS
9401 Jeronimo Road
Irvine, CA 92618
© 2019 CHAPMAN UNIVERSITY
One University Drive
Orange, CA 92866
(714) 997-6815
RINKER HEALTH SCIENCE CAMPUS
9401 Jeronimo Road
Irvine, CA 92618
© 2019 CHAPMAN UNIVERSITY
Contact Us
Office of Human Resources
One University Drive
Orange, California 92866
TalentServices@chapman.edu
Office of Human Resources
One University Drive
Orange, California 92866
TalentServices@chapman.edu
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