Executive Assistant, Vice President, Principal, International and Foundation Advancement (VP-PIF)

Boston University Advancement

With a team of over 260 employees Boston Universitys Advancement division plays a vital role in fostering connections between the University and its community of supporters including alumni donors parents and friends to elevate the Universitys academic and research initiatives. We harness the power of philanthropy and engagement to make an excellent education accessible and welcoming to all and to advance BUs global leadership in research scholarship the arts and professional practice. To support our work we have built and are continuing to build an outstanding team of dynamic mission-driven advancement professionals who constantly strive to create an environment where everyone belongs.

Boston University Advancement has prioritized staff development and growth recognizing that a skilled and motivated team is essential to its success. Through ongoing professional development opportunities tailored training mentorship programs and a collaborative work environment we foster continuous learning and career progression for our staff. This commitment to nurturing talent not only enhances our effectiveness but also ensures sustainable long-term relationships that benefit the entire Boston University community.

Office of VP Principal Gifts International and Foundation Relations works closely with the Senior Vice President and the President to develop and execute strategy for the Universitys top donors making gifts of 5M. Made up of three teams comprising over 20 staff the work builds upon the momentum of a new dynamic University President who is focused on securing impactful gifts to advance Boston Universitys growing reputation on the global stage as a R1 internationally diverse university. The VP-PIF works in close collaboration and partnership with the office of the president provost deans and other senior fundraisers and university officers around prospect strategy and moves management. This department also oversees events communications and day to day operations involving these top donors. A central priority of the new SVPs vision is for 60% of philanthropic contributions to Boston University come from individuals and foundations with principal gift ($5M) capacity.

Executive Assistant

A key member of the Advancement team the Executive Assistant is responsible for supporting the Vice President Principal International and Foundation Advancement (VP-PIF) with a secondary role in managing operations and coordinating strategic initiatives for the Senior Vice President Advancement (SVP). This position acts as the first line representative and liaison to all internal and external constituencies on behalf of the VP-PIF and has frequent contact with the offices of the President deans other University administrators trustees alumni parents and friends of the University. The Executive Assistant serves as an active member of the Advancement team by joining the VP-PIF and others to support the team to develop strategy for seven-figure principal gift prospects.

BU Advancement offers a hybrid work schedule. For this role the days in the office are 9:00 am 5:00 pm Tuesday Wednesday and Thursday with Mondays and Fridays remote. This may be subject to change depending on business needs and the schedules of the VP and SVP. There are also times the EA will stay beyond 5:00 pm such as for events or deadline-oriented projects.

Summary:

Provide primary support to the VP-PIF with secondary support to the SVP acting as a secondary point of contact and assisting with calendar management communications and operational tasks. Contributes to the effective functioning of the Advancement office supporting both internal and external constituents.

Essential Functions:

Administrative support

• Serve as a primary point of contact for the VP-PIF handling communications and inquiries from university administrators trustees donors and staff as appropriate.
• Serve as a secondary point of contact for the SVPs office handling communications and inquiries from university administrators trustees donors and staff as appropriate.
• Maintain regular communication and coordinate logistics with the Presidents Office to support the VP-PIFs & SVPs engagements and initiatives.
• Provide primary support to the VP-PIF and secondary support to the SVP in administrative tasks and coordination efforts to promote continuity across the division.

Meetings Events and Calendar Management

• Coordinate meetings manage calendars and support scheduling logistics for the VP-PIF and direct reports and as needed for SVP.
• Assist with the preparation and distribution of reports correspondence presentations and briefing materials.
• Maintain and update prospect and donor information and assist team members in accessing and interpreting data.
• Manage meetings and events including invitations agendas catering and other logistics

Operations and Database Support

• Assist with travel planning expense reports and other administrative duties to ensure smooth day-to-day operations.
• Coordinate with other administrative staff and provide training or guidance on data and operational tools as needed.

Qualifications:

• Candidates must have three to five years experience a bachelors degree is preferred.
• Advanced written communications analytical skills collaboration and project management skills are required.
• Strong computer organizational and interpersonal skills are required as well as the ability to manage mange tasks and prioritize the workload.
• Excellent organizational skills and proven ability to manage online calendars
• Ideal candidate will have proven skills with a CRM or other constituent database such as Blackbaud eCRM system the constituency relationship management software used in Advancement.
• The selected candidate must be able to handle confidential material responsibly and interact professionally with a wide spectrum of individuals.
• Must be dependable and willing to work past normal working hours when required such as for events or prior to alumni meetings

But thats not all were looking for; we want someone who embodies our values:

• Teamwork transparency and mutual respect because we value every members contribution and know that leadership can come from anywhere.
• Diversity equity inclusion and a commitment to ensuring that each of us knows we belong here.
• Integrity in how we work and how we treat one another.
• Strategic thinking and curiosity in the relentless pursuit of fresh approaches and measurable results.
• Continuous growth and improvement both as individuals and as a team.
• Joy and shared appreciation for working hard toward goals that matter.

If this resonates with you and you want to help us in our ambitious next campaign and maybe do some of your best work as an advancement professional we encourage you to apply. If you are hesitant to apply because you have not previously performed every responsibility listed in the description but you do possess transferable skills our values and the defined qualifications we still want to hear from you and welcome your application as well.

To learn more about Advancement at Boston University and other job opportunities please stop by the Advancement Talent website: Opportunities for Advancement Professionals.

We are an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race color natural or protective hairstyle religion sex age national origin physical or mental disability sexual orientation gender identity genetic information military service pregnancy or pregnancy-related condition or because of marital parental or veteran status. We are a VEVRAA Federal Contractor.