Executive Assistant, Development and Alumni Engagement, University Advancement

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Job Description Summary

Summary:

The Executive Assistant (EA) reports directly to the Vice President Development and Alumni Engagement (VP) with the primary role of prioritizing and managing the VPs time in service of driving complex and dynamic initiatives. Is an expert in executivelevel administration support strategies office systems procedures and daytoday internal coordination and execution of work. The EA serves as a thought partner and provides actionable valueadded analysis of a variety of data to inform strategies for the Development and Alumni team. Working with limited supervision from the VP the EA provides professional direction guidance and interface between the VP and internal/external constituencies.

Job Description

Essential Functions:

• Serves as the principal administrative contact for and liaison with all Development/Engagement team members University Advancement constituents and external contacts.
• Provides executivelevel administrative support to the VP including the management and prioritization of the VPs complex calendar maximizing efficiency and effectiveness of time and availability to internal and external stakeholders. Schedules and coordinates complicated travel arrangements. Anticipates needs and prepares VP for appointments and meetings.
• Using situational and data analysis tackles and solves problems. Possesses an understanding of when items need to be escalated and articulates the issues that need to be elevated.
• Understands the VPs intent and vision. Proactively drives and tracks meeting agendas and minutes to ensure that vision is carried out and necessary action steps are taken. Serves as a partner in scheduling followup conversations among DAE team leaders to shepherd strategy and implementation plans.
• Develops and manages project plans for VP priorities and initiatives. Communicates effectively with stakeholders to execute plans in a timely manner and anticipates needs of the team.
• Prepares reports presentations packets and other communications as assigned by the Vice President.
• Engages professionally with individuals at every level of the organization both internally and externally as well as providing conciergelevel service for highnetworth individuals.
• Follows established budgetary procedures; prepares expense reports for VP serves as proxy for the VP for the approval of certain financial transactions. Maintains and reconciles detailed budgets for multiple accounts.
• Provides timely and accurate reports on budget status; assists in the preparation of the annual departmental budget and assists with accurate expense projections.
• Provides logistics and planning for Development and Alumni Engagement Staff meetings events and programs for both on and offcampus.
• Attends and assists with other University Advancement events.
• At times responsibilities outside of normal working hours will occur (mornings evenings extended days and weekends).
• In all things the Executive Assistant is a diplomatic and authentic problemsolver acts with sound judgment balance and perspective.
• Contributes to unit effort by accomplishing related duties as required.
• Has high standards for work and is proud to contribute to a missiondriven organization.

Required Education Knowledge Skills Abilities:

• College degree in addition to a minimum of three years related experience supporting at the executive level. Proven skills in office administration and customer service or an equivalent combination of education and experience.
• Must be quick to learn and anticipate the needs of both individuals and the organization; demonstrated ability to be curious and a desire to be helpful.
• Strong interpersonal skills and proficiency to communicate across teams; must be a confident and kind communicator who uses judgement discretion discernment and nuance in daytoday comportment.
• Ability to multitask with simultaneous projects and deadlines while demonstrating urgency prioritization and ownership to drive issues to completion.
• Must possess a strong work ethic tenacity and keen attention to detail.
• Ability to be nimble; react seamlessly to changing priorities and delivery focus.
• Capable of balancing strategy and tactical delivery.
• Ability to maintain confidentiality on all matters.
• Displays excellent problemsolving skills an ability to diffuse difficult situations and experience in providing feedback with transparency kindness and empathy. Ability to foster teamwork and cooperation and build trust across diverse stakeholders both internal and external in a complex environment.
• Conveys respect for the dignity and abilities of all people.
• Approaches work with an attitude of servant leadership.
• Proficiency in multiple technical applications including Microsoft Office Software (Word PowerPoint and Excel Graphic and Presentation software Database software Zoom AI knowledge and internet).
• Contemporary knowledge of Google Suite with the knowledge to ensure transition from networkbased storage to Google Workspace ensuring documents are organized accessible and shared effectively using Google Drive Docs Sheets and Slides.
• Excellent time and project management skills: planning organizing monitoring and collaborating in a fastpaced organization.

Preferred Education Knowledge Skills Abilities:

• Previous experience in a nonprofit or academic (higher educational fundraising) environment.
• Experience working in fundraising database programs (i.e. Raisers Edge Blackbaud etc.)
• Previous experience with progressively more responsible administrative/office management experience.

Accountabilities:

• Responsible for own work.

Physical Requirements and Environmental Conditions:

Sedentary work primarily involving sitting/standing; communicating with others to exchange information; repeating motions that may include the wrists hands and/or fingers; and assessing the accuracy neatness and thoroughness of the work assigned. No adverse environmental conditions expected.

Additional Job Description

Time Type Requirement

Full time

Note to Applicant:

This position profile identifies the key responsibilities and expectations for performance. It cannot encompass all specific job tasks that an employee may be required to perform. Employees are required to follow any other jobrelated instructions and perform jobrelated duties as may be reasonably assigned by his/her supervisor.

In order to provide a safe and productive learning and living community Wake Forest University conducts background investigations and drug screens for all final staff candidates being considered for employment.

Equal Opportunity Statement

The University is an equal opportunity employer and welcomes all qualified candidates to apply without regard to race color religion national origin sex age sexual orientation gender identity and expression genetic information disability and military or veteran status.

Accommodations for Applicants

If you are an individual with a disability and need an accommodation to participate in the application or interview process please contact or (336).