Executive Administrator, Development

Join Our Dynamic Team as an Executive Administrator!

The Institutional Advancement (IA) Division at Brandeis University is delighted to announce a career opportunity for an Executive Administrator. In this role, you will provide essential administrative support to the Vice President of Development, contributing directly to the University's fundraising success.

Position Overview: As the Executive Administrator, you will handle complex administrative tasks with the utmost professionalism, confidentiality, and client service excellence. Your role will impact the efficiency of our office workflow, ensuring that meetings run smoothly and commitments are met promptly.

Primary Responsibilities:

• Administrative Support: Manage the office of the VP and AVPs, organizing files, tracking action items, and handling reference materials.

• Calendar Management: Skillfully manage complex calendars, proactively arranging meetings and logistics to ensure timely and efficient coordination.

• Meeting Facilitation: Assist in planning, facilitating, and executing meetings with various stakeholders, including alumni, donors, academic partners, and senior leadership.

• Document Preparation: Prepare meeting documents and follow up as needed.

• Expense Reconciliation: Handle monthly expense and procurement/purchasing card reconciliations.

• Supply Management: Order supplies and manage purchases for the VP, AVPs, and team members.

Qualifications:

• Strong communication skills

• Discretion and confidentiality

• Ability to multitask and prioritize effectively

• Nimble problem-solving and adaptability

• Bachelor's degree/equivalent (Bachelor's degree preferred or AS/equivalent with formal administrative training plus 5 years of related work experience); relevant certifications or advanced degrees highly desired.

• Minimum 3-5 years of total work experience with a bachelor's degree OR 5-7 years with an Associate's degree and formal administrative training; at least 7 years is strongly preferred. at least 3 years of experience supporting C-suite executives or senior leaders in a nonprofit or academic setting.

• 1-3 years supervisory experience preferred. May hire, train and/or supervise student workers.

• Exhibits excellent written and oral communications skills that promote academic and business professionalism and conveys information clearly and concisely. Strong writing proof-reading and editing skills are required; writing examples will be requested.

• Proficiency in Microsoft Office suite of programs, Gmail and Google docs, online calendars/email, portable devices, shared drives and the ability to learn and adapt to new software and systems quickly are required. Demonstrated advanced proficiency and ability in Word, Excel, PowerPoint preferred.

• Must have comfort with and experience in data analysis and manipulation, specifically working with financial information and descriptive statistics.

• Superior interpersonal skills with proven ability to successfully interact with varied constituencies, including those of considerable academic, community, social and business status. At all times represents Brandeis University in an exemplary and professional manner. Exhibits poise, tact, and diplomacy. Presents a collegial, collaborative and customer-service demeanor that positively reflects the core values and standards of the institution and demonstrates tact and diplomacy.

• Must be a detail-oriented, self-starter with an ability to work independently.

• Ability to work under pressure, triage and set priorities, manage multiple projects, adapt well to change, and meet deadlines in a fast-paced environment.

• Must be able and willing to work occasional evenings and weekends with an attitude of doing what it takes to get the job done.

• Demonstrated ability to apply good judgment, discretion, and a scrupulous commitment to confidentiality, professional ethics and data security when dealing with highly sensitive personnel, budget, alumni, parent, student, family, donor, and prospect information.

• Ability to adhere to University and departmental business policies and procedures.

Join us in making a difference at Brandeis University! Apply today and be part of our impactful team.

Use this link to review the full job description

Commitment to Diversity, Equity, and Inclusion

Diversity, equity and inclusion are important values at Brandeis today and always have been for they are rooted in our founding as an institution. These values serve as a reminder for self-reflection, and a continuous call to grow for us as Brandeisans. Founded as a model institution for ethnic and religious pluralism, Brandeis University welcomes students, faculty, and staff of all nationalities, religions, and orientations. Moreover, social justice is central to the mission of Brandeis, which endeavors to foster a just and inclusive campus culture that embraces the evolving diversity of our larger society. Read more online about our Mission and Diversity Statements at Brandeis Mission and Diversity Statements.

If you are interested in a role and have relevant experience but your work history does not align perfectly with every qualification in the job description, we nevertheless encourage you to apply.

Closing Statement

Brandeis University is committed to providing its students, faculty and staff with an environment conducive to learning and working and where all people are treated with respect and dignity. We are an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, ancestry, national origin, ethnicity, caste, sex, pregnancy, sexual orientation, gender identity/expression, including transgender identity, religion, disability, age, genetics, active military or veteran status and any other characteristics protected under applicable federal or Massachusetts law.