Executive Assistant to the VP for Advancement

JOB Acts as the assistant to officer-level executive; performs complex administration/management support tasks with discretionary authority; independently makes decisions that substantially impact operations within and outside designated unit/program; maintains competencies and knowledge of organization policies and practices while exercising discretion in handling confidential, sensitive and timely information; supports budget monitoring and coordination for the Advancement office, including tracking expenditures and assisting with financial reporting; serves as a key operational partner to the vice president.

EXAMPLE OF DUTIES

Represents the vice president to internal and external constituents in a professional manner and serves as the primary contact for individuals wanting to speak to or meet with him/her.10Coordinates and schedules donor visits for the vice president, ensuring alignment with advancement priorities and appropriate preparation.10Leads the coordination, preparation, and distribution of materials for the Board of Trustees Advancement and Alumni Engagement Committee, including recording and maintaining official meeting minutes.10Collaborates and actively coordinates with the president's office and other senior staff on matters that require the vice president's involvement. Maintains a high level of collaboration and communication to ensure the smooth operation of the vice president's office.10Provides daily operational updates and briefs on changes in schedule and priorities to the vice president in a timely manner. Conveys key issues, concerns, and time sensitive information, anticipates and recognizes potential issues and brings them to the attention of the vice president.10Coordinates and tracks the completion of correspondence along with other documentation for signature by the vice president. This includes all documents from rough draft, general instruction and report preparation. Proofreads correspondence and exercises judgment and knowledge of project issues to ensure accuracy.10Completes projects and special assignments by establishing objectives: determining priorities; managing time; gaining cooperation of others; monitoring progress; problem-solving; making adjustments to plans. 10Coordinates and supports day-to-day administrative operations within the department, including delegating and executing key administrative functions.20Coordinates and manages all travel arrangements for the vice president, including itineraries, logistics, and expense reconciliation. Ensures timely and accurate processing of travel documentation and reimbursements.(

Note:

This role will not be responsible for arranging travel for other Advancement staff.)10Monitors and reconciles the Advancement operating budget, including tracking expenditures, preparing monthly summaries, and coordinating with Advancement and Finance staff to ensure accuracy and alignment with budget expectations. Supports financial operations of the vice president's office, including expense tracking, budget monitoring, and coordination of purchasing and reimbursement processes.< 1Performs all other duties and responsibilities as assigned.< 1

Supplemental Functions:

Assists staff members within the department as needed.

Some occasional attendance at evening and weekend activities/events.