Executive Assistant and Advancement Operations Manager

Summary

Position Title

Executive Assistant and Advancement Operations Manager

Department

University Advancement

Position Reports to (Position Title)

Vice President, University Advancement

Status

Full Time/Exempt

Job Summary

The Executive Assistant and Advancement Operations Manager, provides direct support to the VP, University Advancement. This role will coordinate and manage executive scheduling, prepare and organize important meeting materials and presentations, coordinate departmental budgets, in addition to the daily management of the office. Ability to manage multiple issues with a capacity to prioritize responsibilities and manage deadlines, able to work with confidential information with discretion. Strong interpersonal, communication (including good writing and proofreading skills), diplomacy, and organizational skills required. Advanced skill in Microsoft Office suite (Word, Excel, PowerPoint, and Outlook) necessary. Proactive and independent approach to work; team player with a strong sense of ownership needed. Demonstrated ability to focus on details with accuracy. Ability to work independently.

Supervisory Responsibilities

• Manages engagement and administrative needs of the Vice President
• Oversees daily workflow and operations for the department
• Manages select administrative duties for the Development team
• Serves as first point of contact for internal and external needs of the department
• Occasional administrative support for Advancement staff

Duties/Responsibilities

Vice President Administrative Duties

• Serve as the liaison and point of contact for the Vice President, University Advancement
• Provide high level administrative support including drafting and managing correspondences, scheduling appointments and managing the executive’s calendar
• Uses the highest discretion regarding sensitive matters when maintaining confidential files, electronic records, and the VP of University Advancement calendar and emails
• Plan, budget, coordinate, and monitor projects requested by VP of University Advancement
• Creates/prepares correspondence, presentations, reports, graphs, spreadsheets for or on the behalf of the Vice President
• Coordinate communications from the Vice President to the campus and other constituents as necessary. Compose and edit correspondence, including but not limited to gift and other acknowledgments, letters, proposals, and follow-up correspondence for various constituents
• Personally managing and reporting on special departmental projects assigned by the Vice President

Development Team

• Organize travel, reconcile expenses and compile reports for VP and Development team
• Ensures the Development leadership team are staying up to date and meeting deadlines
• Responsible for attending meetings and taking minutes when requested University Advancement Operations
• Plans logistics and agendas for department wide meetings and briefs the VP prior to meetings and events
• Handle arrangements for internal meetings including facility arrangements, food, agendas, deadline reminders, etc.
• Prepare ad-hoc and routine reports on University Advancement including the Weekly Report
• Answer phones and direct calls appropriately as the Office contact
• Manage and monitor proper usage of operating funds for University Advancement Teams
• Tracks invoices and expenses for all areas while providing balance reports to Directors
• Maintains office supply levels for Department
• Picks up incoming mail and packages for Department daily
• Manages the University Advancement calendar including internal/external events, golf cart usage, vacation requests, etc.

Office of People and Culture

• Serves as a liaison and point of contact for human resources matters by maintaining records of new hires, transfers, terminations, changes in job classifications, and other duties as assigned by the Vice President
• Document human resources actions by completing forms, reports, logs, and records
• Assist with human resources processes within the department including performance reviews, recruitment, interviews and any other HR administrative tasks as needed
• Support all onboarding processes including initial materials
• Shares important processes, forms, deadlines with Department
• Search coordinator for open positions

Required Skills/Abilities

• Excellent verbal and written communication skills
• Excellent time management skills
• Strong analytical and problem-solving skills
• Ability to prioritize tasks and to delegate them when appropriate
• Maturity to handle sensitive and confidential information
• Comfortable interacting with high-level executives
• A team player capable of cultivating productive working relationships
• Resourceful, can-do attitude

Education, Certificates, Licenses, & Experience

• Bachelor’s degree preferred
• Three to five years’ prior experience in supporting a senior executive or team
• Excellent computer skills, including MS Office suite

Physical Requirements

Examples:

• Must be able to lift and carry equipment and supplies weighing up to 20 pounds.
• Must be able to bend, stoop, and reach.
• Manual dexterity to efficiently operate a computer keyboard and other business machines.
• Adequate hearing to communicate effectively in person and by phone.

Important Note

This is not an exhaustive list of all responsibilities, duties, and/or skills required for this position. The University reserves the right to amend and change responsibilities to meet organizational needs.

To Apply

Interested applicants are asked to submit a copy of their resume, cover letter, and list of references along with a completed JU Application to Jonathan Meers at uajobs@ngskmc-eis.net.