Find & Apply For Executive Assistant Jobs in Bowling Green, Ohio

This role partners closely with the Vice President for Finance & Administration (VPFA/CFO) as a trusted advisor, strategic gatekeeper, and primary coordinator for administrative and operational matters across the Division of Finance & Administration. The incumbent facilitates communication among senior leaders, anticipates and prioritizes competing demands, exercises independent judgment, and mobilizes resources to ensure divisional priorities are executed. The position provides high-level executive support and calendar management for the

VPFA/CFO

; serves as project manager for divisional initiatives and Board/committee deliverables; prepares, compiles, and distributes analyses, reports, and communications; and administers administrative and fiscal coordination for Centennial Falcon Properties, Inc. The role requires strict confidentiality, frequent liaison with university leadership, external partners, legal counsel and the Board of Trustees, and often represents the VPFA in cross-unit or external interactions. Executive calendar, meeting preparation and travel Maintain and manage the VPFA/CFO's calendar; schedule recurring and ad hoc meetings based on project and executive priorities. Proactively triage and adjust the schedule to prioritize high-impact meetings while maintaining continuity for ongoing projects and team activities.

Prepare comprehensive meeting briefing packages:

assemble, review and format materials; provide concise background summaries, action items and recommended talking points; flag follow-ups and assign owners. Coordinate calendars with other Executive Assistants and assist direct reports with scheduling and logistics. Arrange travel and prepare travel packets (itineraries, maps, meeting materials, registrations, accommodations, and local information) for the VPFA and designated staff. Board of Trustees, Foundation and committee support Develop and maintain the annual Board/committee submission calendar; set deadlines for divisional teams to submit agenda items, materials and presentations in accordance with Board Office timelines. Draft initial committee agendas (Finance & Administration, Investment Subcommittee, Audit & Risk Management), background summaries, resolutions, and informational materials for Board books; edit and cross-reference materials for accuracy, completeness and compliance with Board format requirements. Collect, review, number and file submissions; ensure materials meet formatting, fiscal-year dating and content standards. Coordinate briefings with committee chairs and prepare materials for Board member briefings; attend Board and committee meetings to provide onsite support, logistics coordination and minute-taking as required. Bird-dog deadlines and deliverables to ensure all Board and committee materials are completed without exception. Division-wide project management and strategic planning Serve as the VPFA's primary project manager for divisional initiatives, reports and recurring deliverables (daily, weekly, monthly, quarterly, annual); maintain a central log of tasks, due dates, owners and supporting materials. Lead development and dissemination of the annual divisional strategic planning schedule and template; compile departmental plans, edit for alignment with the University's Strategic Plan, and schedule Senior Staff planning retreats and semi-annual progress reporting. Coordinate major cross-functional projects (e.g., efficiency reports, capital proposals), assess incoming requests, identify approval requirements, and route materials to the appropriate offices (Planning & Construction, Purchasing, Controller, Budget Office, deans, etc.). Manages significant coordination and two-way communication among Senior Staff, the Vice President, other University divisions, external partners, and Boards. Personnel, hiring and performance management Manage personnel-related workflows for non-academic staff: perform initial review of proposed personnel actions, draft or review position descriptions, coordinate job postings and search logistics, schedule campus visits, and arrange search committee accommodations or consultant engagements as needed. Maintain and monitor hiring approval workflows and databases (e.g., JotForm or equivalent); field inquiries and generate reports on status. Prepare offer letters using templates, route for required reviews and signatures (Budget Office, VPFA/CFO, new employee) via electronic signature platforms, and maintain personnel documentation in the divisional R drive according to retention and folder structure practices. Plan, disseminate and collect performance evaluations for functional units and schedule Senior Staff evaluations; provide support and coordination during evaluation processes. Communications, presentations and stakeholder engagement Draft, edit and route divisional and university-facing communications, memos and talking points for the VPFA; ensure appropriate tone and accuracy for internal and external audiences. Prepare and review presentations for accuracy, audience suitability and tone; compile supporting data and ensure materials are polished for Senior Staff, Cabinet, Board or external meetings. Serve as a primary liaison for internal stakeholders (direct reports, President and Cabinet members, deans, vice provosts) and external stakeholders (students/families, news media, community/business leaders, Board members, consultants, government and financial agencies); exercise discretion when handling sensitive and confidential information. Centennial Falcon Properties (CFP) and financial/contract administration Provide administrative and fiscal coordination for Centennial Falcon Properties, Inc.: maintain CFP documentation, coordinate the annual CFP meeting (including auditor participation), review CFP materials (e.g., 990s) and prepare or obtain meeting minutes. Review contracts and agreements for completeness and routing requirements; coordinate General Counsel review prior to signature. Prepare documents for electronic signature (e.g., AdobeSign): convert files to PDF, set signer order, distribute executed copies, and ensure GC receives final executed documents. Process draw requests, invoices and payments related to public/private partnership projects; verify funding strings and supporting documentation and route for

VPFA/CFO

signature. Office, facilities and emergency management Oversee office operational needs: coordinate space and furniture requests, technology procurement, security/keys/access, supplies and reception details. Serve as Building Representative to Campus Operations for assigned facilities (e.g., McFall Center); submit and track work orders, monitor building environment complaints, and serve as Building Emergency Management lead. Coordinate major divisional events (Senior Staff retreat, divisional meetings, division picnic) in collaboration with other campus units and vendors. Financial transactions, reporting and systems access Process and reconcile purchases, reimbursements and credit card statements via institutional systems (FalconsPurch, Chrome River, etc.); ensure documentation, approvals and compliance with policy. Coordinate institutional membership payments, obtain budget strings and approvals, process payments, and maintain membership tracking. Serve as delegate approver when assigned; review transactions for policy compliance and escalate concerns to the VPFA. Maintain authorized access to university systems (HCM, FMS, CSS) and produce recurring and ad hoc reports (supervisors, pay scales, payment status, student/staff contact information, schedules) to support decision making and Board disclosures. Records, SharePoint and web administration Maintain organized electronic filing (R drive) for contracts, Board materials, personnel and legal documents to ensure retrievability and compliance with retention standards. Maintain and administer Division of F&A SharePoint sites and membership; create pages/channels for Senior Staff and executive groups and support collaborative document workflows. Review divisional web pages for accuracy and coordinate updates with Marketing & Brand Strategy. Legal, compliance and special processes Coordinate legal and compliance processes: manage Persona Non-Grata (PNG) requests in coordination with Public Safety and General Counsel; assemble documentation, draft PNG letters and coordinate delivery. Consult with General Counsel on substantive or urgent legal matters and ensure transactions and communications comply with applicable policies and regulations. Supervision, documentation and continuous improvement Train, assign duties and supervise clerical/secretarial or student staff supporting the division as directed. Develop and maintain divisional guides, manuals, templates and procedures (Board materials, offer letters, contract routing, SharePoint usage, etc.). Recommend, document and implement process improvements to increase efficiency; proactively anticipate the VPFA's needs and act independently where appropriate. Hold limited authority to recommend or administratively administer policy deviations when permitted and with appropriate approvals; escalate decisions that require VPFA or higher authorization. Other duties Independently investigate concerns raised to the VPFA's office, identify resolutions and provide recommendations or direct responses as appropriate. Perform other duties as assigned to support the VPFA and the Division of Finance & Administration. The position requires frequent interaction with University leadership, external partners, General Counsel and the Board of Trustees and often represents the VPFA in those forums.

The following Degree is required:

Bachelor's degree required The following Experience is required: 3 years providing administrative support The following Experience is preferred: Administrative support for a business executive, including calendar scheduling, document preparation, and/or budget management or related experience Application Deadline The search committee will review applications until the position is filled; however, for best consideration, applications should be provided September 18 , 2026. Required Application Materials & Evaluation Experience must be fully documented on the official application . The application will be used to evaluate if candidates meet the minimum requirements for the position and for consideration when determining starting pay rate. Experience requirements are inclusive of relevant professional experience, or experience attained through relevant internships, co-ops, student employment positions, or graduate assistantships.

Uploads Required:

Resume (for supplemental information only)

Optional:

Cover Letter Essential Requirement:

Work Authorization BGSU does not offer H-1B or other work authorization visa sponsorship for this position. Candidates must be legally authorized to work in the United States at the time of hire and maintain work authorization throughout the employment term.