Executive Assistant, Advancement Office

Typical Duties and Responsibilities:

• Administrative Support: Provide administrative assistance such as answering phones, greeting visitors, open mail, managing calendars, scheduling meetings, purchase office supplies, and handling correspondence (emails, letters, phone calls).

• Document Preparation: Prepare and edit documents, presentations, reports and other materials as requested by the SVP, ensuring accuracy and professionalism.

• Meeting Coordination: Coordinate complex schedules, calendars, travel arrangements, and appointments between SVP and visitors including agenda preparation and follow-up tasks.

• Project Assistance: Assist with special projects and initiatives by conducting research, gathering data, and providing administrative support to ensure timely completion.

• Time Management: Help prioritize tasks and manage the SVP's time effectively, ensuring deadlines are met and important matters are addressed promptly.

• Confidentiality: Maintain confidentiality and discretion in handling sensitive information and confidential matters.

• Liaison: Act as a liaison between the SVP and other university offices, faculty, staff, donors, students, and members of the community.

Job Specifications/Position Qualifications:

• Organizational Skills: Strong organizational and multitasking abilities, with the capability to manage multiple priorities and deadlines effectively.

• Communication Skills: Excellent written and verbal communication skills, with the ability to interact professionally with individuals at all levels, both internally and externally.

• Attention to Detail: Meticulous attention to detail and ensuring accuracy in all tasks, including proofreading, document preparation, scheduling, and data management.

• Discretion: High level of integrity and discretion in handling confidential information and sensitive matters.

• Adaptability: Ability to adapt to changing priorities and work effectively in a fast-paced environment.

• Tech Proficiency: Proficiency in office productivity software such as Microsoft Office (Word, Excell, PowerPoint) and other relevant software applications.

• Professionalism: Professional demeanor, with a positive attitude, proactive approach, and commitment to providing exceptional support to the SVP and Office of Advancement team.