Executive Assistant to the VP of Development

The Executive Assistant is responsible for providing comprehensive support to the Vice President of Development. This includes a high-level of administrative, operational and financial assistance for the Office of the Vice President of Development and its stakeholders. This dynamic position requires the ability to anticipate needs, think critically and offer solutions to the changing development landscape with a high level of professionalism and confidentiality.

Hours: Monday-Friday

Exempt Status: Exempt

Full Time/Part Time status: Full Time

Salary Range: $60,000-$75,000 annually; Salary will commensurate with experience, skills, and knowledge.

Reports to: Vice President of Development

Location/Department: Whittier College/Development

Manage Vice President of Development Office Administration 

• Provide a wide range of complex office administration and support. 
• Serve as the central information resources and support in the VP’s Office for administrative, operational, and financial inquiries, activities, and concerns. Provide confidential and discreet service on behalf of the VP.
• Manage multiple priority activities with senior leadership, major donors, Board members, community members, and community organizations.
• Perform a variety of highly responsible, confidential, and complex administrative support.
• Act as a liaison between key stakeholders and campus leadership.
• Prepare Word, Excel, PowerPoint presentations, agendas, reports, special projects, and other documents in support of objectives of the Development Division. 
• Examine workflow, internal controls, pipeline policies, and provide recommendations on improving efficiency. Work with the VP to constantly improve departmental procedures and communication guidelines.
• Manage the daily operation aspects of the Office of the VP, including prioritizing meetings, donor needs, and projects, ensuring that it is run in an efficient, responsive, and accurate manner.
• Manage the VP’s complex calendar and appointments, including travel plans, expense reports and VIP event arrangements.
• Provide a high level of customer service in handling communication activities on behalf of the VP, including phone, mail and tours.
• Prepare a variety of correspondence for the VP, including drafts and final copies of proposals, donor presentation materials, memos, letters, donor reports, solicitations, milestones, emails, and acknowledgements.
• Assist in maintaining current and accurate electronic and physical files.
• Support fundraising efforts for the Development Division. 
• Review, interpret, and make recommendations on organization policies, identify and resolve issues regarding administrative and fiscal matters.
• Manage department and committee meetings that include agenda preparation, briefing materials, meeting materials, minutes, and speakers, committee reports, capturing and tracking RSVPs and action items, and venue selection.
• Advise and train staff on the Division’s and Whittier College’s policies and procedures, address questions, and ensure compliance. 
• Serve as a central resource with the Development Division, to ensure that inquiries and issues are addressed accurately and in a timely manner.
• Track and analyze progress on Strategic Plan initiatives, MBO Goals, trends, and metrics. 
• Organize and collaborate on prospect management for the Vice President of Development.
• Manage the storage bin to add and remove items stored to ensure the bin space is optimized for capacity. 
• Maintain and order all office supplies through the college contract.
• Order standard printed items for Development - pledge reminders, reply to envelopes, special mailing envelopes, and return envelopes.
• Interact with IT Services as necessary to resolve problems with the network, printers, and telephones.
• Interact with Facilities for maintenance of exterior/interior building, furniture moves, plumbing problems, etc.

Development Division Support and Project Management

• Support project management with pipeline development and other development-related projects.
• Conduct and analyze research on prospects and special projects. Present research and proposals using a variety of styles including spreadsheets, profiles, and Power Point presentations. 
• Manage and facilitate administrative support and effective team-based projects for the Development Division.
• Hire and supervise student support.
• Manage, track progress and metrics, and maintain files on Development projects.
• Prepare reports from the database program for various purposes, such as donor lists and event attendance.
• Conduct research, gather data, and prepare reports as needed.
• Manage special projects as assigned.
• Track, draft, analyze data, and gift activity and report pipeline metrics.
• Administer database information and reports including retrieve and request reports, contact reports, data updates, providing key information on volunteers, event attendees, and other constituent groups. 
• Analyze data sets, spreadsheets, and reports to communicate analysis, metrics, and trends.

Budget Management

• Manage budget details, including tracking and reconciling expenditures, revenue, and non-compensation budget lines. Identify possible budgetary concerns and provide recommendations on resolutions in compliance with college policies and procedures.
• Manage budget development process and expense projections for Development Division. 
• Develop systems to monitor deadlines and regularly evaluate division administrative systems and services.
• Other duties as assigned.

None identified at this time.

Previous Experience

• Seven years of professional experience, preferably within higher education or a similar environment.
• Knowledge of fundraising and donor culture is preferred.

Knowledge and Education

• Candidates must possess strong analytical skills; ability to discern potential interrelationships among issues and to synthesize information accurately; excellent judgment; ability to evaluate, organize, prioritize, and track complex issues.
• Must possess strong written and oral communication skills, effective interpersonal skills, keen attention to detail, experience working with volunteers, and a creative and positive attitude toward the advancement of Whittier College.
• The ability to work efficiently with minimum supervision, to deal with the public in a professional manner and to communicate clearly and accurately is required.
• Professional appearance and demeanor are essential.
• A bachelor’s degree or equivalent education/work experience is preferred.

Machines, Tools, Equipment, Electronic Devices, and Software

• Normal office equipment and office software programs.
• Expert knowledge of Word, Excel, and Outlook.
• Experience with a CRM system.

Until the position is filled.

The position is based in Whittier, California. To be considered for this position, please submit your cover letter and resume to: whittierjobs@whittier.edu or mail to Whittier College, Attn: Human Resources Manager, 13406 E Philadelphia Street Whittier, CA 90608. AA/EOE.