Executive Assistant

Position Details

Position Information

Position Title
Executive Assistant - Development Office

Location
Appleton

Department
Development Office Admin

Position Type
Staff

Position Description & Qualifications

Reports To: Vice President for Alumni Development and Communications

Location: 1025 E. South River St. Appleton, WI 54911

PRIMARY OBJECTIVE:

The Executive Assistant (EA) has a front-facing role in providing administrative support for the Vice President for Advancement and other members of the Advancement leadership team as necessary. The EA also provides administrative support for the Development Committee of the Board of Trustees, the President's Advisory Council, and other boards as determined by the VP. This individual generates a variety of development reports for internal and external audiences, coordinates travel arrangements, and manages the calendar and schedule for the Vice President for Alumni Development and Communications. The EA also oversees the development operating budget and supports campaign administration as needed.

DUTIES:

• Serve as executive support for the Vice President for Advancement, representing the Office of Advancement as primary scheduler, calendar manager, board administrator, and project lead as directed by the VP. May serve as front-desk greeter and staff support for Advancement events, alumni gatherings, campaign activities and building liaison as needed.
• Provide administrative support for the Development Committee of the Board of Trustees. Work with the Vice President on the preparation of meeting materials, attend the committee meetings, prepare meeting minutes, and provide other administrative support as needed.
• Serve as secretary and logistical support to other family volunteer, and community boards and advisory groups for on-campus meetings as appropriate. This role includes overseeing meeting schedules, agenda preparation with board members, tech support, reservations, catering, minutes, meeting preparation, follow-up and stewardship for these groups.
• Organize the preparation of the alumni development operating budget and monitor the budget with managers throughout the year. Input the development office's budget projections.
• Support the Advancement team in Certify, the university's expense report system. Create expense reports, add account codes, and review expenses for approval.
• Draft and prepare general correspondence and documents. Record prospect and constituent contacts in university systems.
• Answer incoming calls; direct calls to appropriate parties as needed.
• Collaborate and cross-train with other administrative support staff.
• Provide other administrative support to the division as needed.

WORKING RELATIONSHIPS:

Will work collaboratively with all members of the Advancement staff and faculty members, trustees, donors, alumni leadership, families, and community members.

KNOWLEDGE AND SKILLS REQUIRED:

• Post-high school education, preferably with 5 years of previous administrative assistant experience
• Working knowledge of Microsoft Office. Proficiency with scheduling meetings in Microsoft Outlook and Zoom. Ability to become familiar with other software.
• Strong analytical skills with an appreciation for accuracy and attention to detail.
• Strong oral and written communication skills.
• Exceptional level of tact and discretion with confidential or sensitive information.
• Organized, with the ability to manage multiple tasks; flexible with a high degree of initiative.
• Excellent interpersonal skills with the ability to use sound judgement in answering questions, solving problems, and referring inquiries.
• Ability to work well with all levels of team members throughout the university.
• Ability to work independently and with minimal supervision.
• Appreciation for fundraising and community engagement within a private liberal arts college environment is preferred, but not required.

EMPLOYMENT REQUIREMENTS:

Must have successful completion of criminal record check, driving record check and reference checks.

Posting Detail Information

Posting Number
S535P

Number of Vacancies
1

Posting Date

Best Consideration Date

Close Date

Open Until Filled

Special Instructions Summary

Anticipated Number of Hours per Week
40