Executive Administrative Assistant

JOB SUMMARY
The Executive Administrative Assistant supports the mission and operations of the Division of Advancement by providing high-level, comprehensive administrative and executive support to the Vice President of Development (VPD). This role supports Advancement functions including fundraising, alumni relations, donor engagement, and external affairs. Reporting directly to the Vice President, the Executive Administrative Assistant performs a wide range of complex, confidential tasks requiring excellent judgment, professionalism, and the ability to manage multiple priorities in a dynamic environment.
 

ESSENTIAL JOB FUNCTIONS
Executive-Level Administrative Support

• Manages the VPD’s calendar, schedules meetings, and coordinates travel arrangements.
• Prepares and edits correspondence, reports, presentations, and donor-related materials.
• Maintains confidential files, records, and Advancement-related documentation.
• Manages incoming and outgoing communications on behalf of the VPD and the Division of Advancement.
• Provides administrative support to Advancement staff as needed across fundraising, alumni relations, and external affairs.

Fundraising & Donor Engagement Support

• Supports coordination and preparation for donor meetings, campus visits, cultivation events, and stewardship activities.
• Assists with creating donor briefings, gift proposals, acknowledgments, and stewardship reports.
• Helps track donor interactions, mainly for the VPD, and maintain data accuracy in donor management systems.
• Coordinates logistics for fundraising campaigns, initiatives, and special projects.

Alumni Relations & External Affairs Support

• Assists with planning and supporting alumni programs, events, and communications; as well as welcoming and hosting alumni and other guests.
• Coordinates outreach and engagement efforts with alumni and community partners, as well as government officials and other leaders.
• Provides administrative support for external relations functions, including government relations, corporate engagement, and community outreach initiatives.

Meeting & Event Coordination

• Organizes Advancement-related meetings, retreats, and special events.
• Prepares agendas, documentation, and minutes; tracks and follows up on action items; and manages delegation of assignments from VPD.
• Coordinates logistics for internal and external meetings, including donor and alumni events, Advancement Committee meetings, and others

Liaison & Communication

• Serves as the point of contact for internal and external stakeholders, including donors, alumni, campus leadership, Board of Trustee members and key volunteers.
• Ensures effective and timely communication across the Division of Advancement and with campus partners and other divisions.
• Screens inquiries, resolves issues when possible, and directs matters appropriately.
• Works closely with the Office of the President to coordinate and share information with the Division of Advancement as needed.

Project Management

• Supports the planning, implementation, and progress tracking of special initiatives related to fundraising, campaigns, alumni relations, and strategic goals of Advancement.
• Conducts research and compiles data for reports, presentations, and decision support.

Budget & Office Management 

• Assists with managing budget processes, purchase requisitions, procurement, vendor payments and contracts.
• Oversees reconciliation of expenses and ensure timely payment of invoices.
• Manages office operations, supplies, and workflow processes to support Advancement team efficiency.

Additional Duties

• Supports coordination of major institutional events such as Homecoming, Commencement, donor recognition events, and other campus ceremonies.
• Performs all other duties as assigned by the Vice President of Development

MINIMUM REQUIREMENTS

• Bachelor's degree in business administration, communications, nonprofit management, or related field.
• Five (5) years of experience in executive administrative support, advancement/development, fundraising operations, or related office management preferred.
• Proficiency with Microsoft Office Suite (Outlook, Word, Excel, PowerPoint, Teams & CoPilot); experience with using AI and donor databases/CRMs preferred.

KNOWLEDGE, SKILLS, AND ABILITIES

• Excellent interpersonal, customer service, and relationship-building skills with diverse stakeholders.
• Strong writing, editing, inter-personal communication, and presentation-preparation skills.
• High attention to detail, accuracy, and ability to manage confidential information with discretion.
• Ability to work independently, manage multiple deadlines, and exercise sound judgement.
• Demonstrated problem solving skills and proactive approach to managing responsibilities. 
• Ability to work effectively in a fast-paced environment and support high-visibility external-facing work. 

PHYSICAL DEMANDS

Requires sedentary work involving long periods of sitting, computer work, and occasional standing or walking.
Ability to lift and carry up to 20–25 pounds at times.
Regular use of standard office equipment.

WORKING CONDITIONS
Work is performed in a professional office environment with no known significant hazards.
Some evening or weekend work may be required during peak Advancement activity cycles or major events.

EOE M/F/D/V
 

Salary : $50,000 - $70,000