Executive Assistant to the Vice President of University Advancement

Ensures the smooth functioning of the Office of the Vice President through high level confidential assistance with all administrative functions within the Vice Presidents office and across the Division of University Advancement. Always represents the office of the Vice President with professionalism developing and enhancing collaborative relationships and close communication with all Executive offices (EC and Deans) as well as other offices across all three campuses. Organizes and executes or monitors and in some cases initiates reports on a wide range of plans programs projects and activities directed by the VP or related to the Division departments for which the VP is responsible. Frequently acts proactively to achieve goals or tasks as a project manager.

Duties and Responsibilities:

Communication & Correspondence - Writes edits and processes a wide variety of written communications including correspondence and reports minutes often of a confidential nature for VP. Uses various Microsoft Office Suite software packages such as word processing Excel spreadsheets tables graphs graphics Raisers Edge PowerPoint etc. to produce documents including reports that go to the Board of Regents and the Advancement Committee. Often composes and prepares letters to regents council members and 7-figure donors for the VPs and the University Presidents signature. Works within Raisers Edge on letters to donors. Consults and delegates to Department Heads and others as needed. Research organize and prepare a wide variety of information needed for projects plans reports etc. Requires a high degree of knowledge and efficiency excellent technical and written language skills superior judgment and accuracy due to wide scope high volume and fast pace. 40% of time

Management of Office of the Vice President - Answers and responds to a high volume of telephone calls emails and Teams messaging for the Vice President including tasks assigned by the President or Cabinet. Authorized to delegate to Department Heads and others as appropriate. Manages the Vice Presidents calendar establishing priorities and scheduling appointments meetings etc. Maintains the filing system for the Vice Presidents area. Consults and delegates to Department Heads and others as needed. Requires a high degree of knowledge and efficiency excellent technical and oral language skills superior judgment and accuracy due to wide scope volume and pace. Suggests and implements improvements to systems and procedures to deal with the work of the VPs office working on coordination with other members of the Division Leadership Team. 20% of time

Meeting Planning/Logistics - Prepare documents and information coordinate all internal as well as Board and other high level external meetings and events and arrange for facilities parking catering issuing information and invitations for Vice President VIPs and the Division. Coordinates all details of 1-1 dinners with VP and President for donor cultivation and engagement. Requires excellent organizational skills. 20% of time

Procurement & Budget Management In collaboration with the Assistant VP for Strategy & Administration manages expenses within the budget. Serves as primary buyer for VP budgetary indexes in Unimarket supports contract review process submits charges expense vouchers and check requisitions for reimbursement reconciles credit card statements orders supplies and catering etc. for the Vice Presidents office. Delegated to act on standard budget requests and other such routine administrative matters. Coordinates with departments on Division charges and costs. 10 % of time

Travel Arrangements - Makes detailed travel arrangements for supervisor compiling documents for travel-related meetings. Plans coordinates and executes all pre-travel preparation including meetings and programming. Requires high efficiency ability to work under pressure. 10% of time

Required Qualifications:

BA required.
Experience may substitute for a degree if the applicant has at least 5 years of high-level comprehensive knowledge of University Advancement departments and Executive office protocol operations and technology.
A valid drivers license and access to a reliable vehicle for support at off site and evening events.

Desired Qualifications:

Licenses and Certificates:

Certification in Project Management is desired.

Salary Range:

$56000 to $77000

Exempt/Nonexempt:

Physical Demands: General Office Environment

Special Instructions to Applicants:

please note: this position is an in person / on site role.

Benefits Information:

Full Time Benefits

Life today is complex. Thats why Seton Hall University offers a comprehensive package of benefits and programs to help you simplify and enrich your life.

These benefits are important elements of your total university compensation package. Benefits include but are not limited to bundled medical prescription and vision insurance dental insurance and life insurance and retirement plan. More information is available at Hall University is located in South Orange New Jersey 14 miles from New York City. It is the oldest Catholic diocesan institution of higher education in the United States and is home to about 6300 undergraduate and 3700 graduate students. A vibrant and culturally inclusive community Seton Hall pursues academic excellence and ethical development in a collaborative environment and prepares its students to be servant leaders in their professional and community lives. Seton Hall University is an equal opportunity employer. It honors diverse perspectives and welcomes employees from all faith turn its employees respect Catholic beliefs and valuesengage in servant leadership and support the Universitys mission as a Catholic institution of higher education.