Executive Assistant, Development Programs

Job Description

For over 160 years the University of Washington has been a hub for learning innovation problem solving and community building. Supporting this legacy and important public mission with the goal of making the UW the worlds greatest public university as measured by positive impact guides everything we do in University Advancement. Bringing together development; alumni and stakeholder engagement; marketing and communications; and advancement operations we advance the UWs impact by developing meaningful connections that foster pride advocacy and philanthropic support.

The mission of the Development team is to facilitate private resources to enhance and protect the Universitys reputation and support equitable community building and service. This starts with creating a culture of belonging within our organization that values the diverse experiences and expertise of our team members allowing everyone to thrive and to contribute their unique talents as we strive to achieve our shared goals.

Development Programs has an exciting opening for an Executive Assistant to the Associate Vice President (AVP).This is a full-time permanent position.

The Executive Assistant to the Associate Vice President for Development Programs provides direct executive administrative support and advanced project management and analysis. This position supports the AVP in their leadership of the Development Programs team and provides executive support to the broader Office of Development as needed. The Executive Assistant will manage the flow of information to and from the AVP and serve as a key liaison with University and Advancement leadership and relevant stakeholders.

What You Will Do:

Office Administration

• Manage the AVPs complex and sensitive schedule including evaluating the need to reschedule or relocate meetings; coordinating day-to-day calendar activities; overseeing all meeting logistics; responding to inquiries; and ensuring the AVP is fully briefed on all required materials and documents.
• Book all travel arrangements for the AVP.
• Research and prepare briefing documents for the AVP.
• Manage the AVPs budget including maintaining spending records; preparing financial reports; forecasting expenditures; submitting and approving routine payments; and resolving vendor inquiries.

Office Project Management

• Coordinate and support meetings and events with stakeholders including preparing agendas and materials; managing logistics; overseeing onsite setup and breakdown; resolving issues; and ensuring follow-through on action items and outstanding issues.
• Establish and coordinate work priorities to meet deadlines and maintain efficient workflow for the AVPs office and the Development Programs team.
• Collaborate with other executive assistants and administrative staff in the broader Development Office to ensure office coverage manage projects support one another through problem-solving and share information and best practices as appropriate.

Internal and External Relationship Management

• Build and maintain trust-based relationships with key campus and Advancement leadership high-level committees donors and other constituents communicating with diplomacy professionalism and discretion.
• Advise the AVP on matters of importance; prepare and assemble documentation to support decision-making; and safeguard confidential and sensitive information.
• Serve as a knowledgeable point of contact for senior leaders including Regents executive leadership deans and Chief Advancement Officers.
• Draft and support the creation of briefing papers proposals and other materials related to donor and prospect cultivation solicitation and stewardship.
• Facilitate donor-related communication by preparing updates supporting strategy discussions and ensuring timely dissemination of information to internal and external stakeholders.
• Enter and update tasks and contact reports in the Universitys database for all donor and prospect related activities connected to the AVP.
• Contribute to the creation and tracking of internal progress reports and metrics managing data collection and reporting once processes are established.
• Support special projects assigned by the AVP including high-level searches onboarding efforts and donor stewardship initiatives.

Other duties as assigned

Minimum Requirements:

Bachelors degree and at least 4 years of experience providing administrative support to executive leadership or related experience.

Equivalent education/experience will substitute for all minimum qualifications except when there are legal requirements such as a license/certification/registration.

What You Bring:

• Demonstrated experience managing complex scheduling and calendaring needs for executivelevel leaders including prioritizing meetings coordinating with internal and external stakeholders and adjusting schedules in response to shifting priorities.
• Experience supporting offices through accurate budget tracking preparing routine financial summaries monitoring expenditures and handling vendor billing or invoice issues with a high level of attention to detail.
• Strong project management skills including planning organizing executing and monitoring projects to ensure milestones timelines and deliverables are met.
• Demonstrated proficiency with Microsoft Office Suite for correspondence special reports spreadsheets databases forms etc.
• Experience working with a variety of high-level stakeholders including donors and volunteers.

What You Can Expect:

• Cubicle/Open workspace environment which may result in additional or higher levels of noise and visual distractions.
• Ability to work evening and weekend hours as necessary on short or limited notice.
• Ability to support event setup and tear down including lifting 20 pounds regularly and up to 40 pounds on occasion.

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Compensation Benefits and Position Details

Pay Range Minimum:

Pay Range Maximum:

Other Compensation:

Benefits:

Temporary or Regular

FTE (Full-Time Equivalent):

Union/Bargaining Unit:

About the UW

Working at the University of Washington provides a unique opportunity to change lives on our campuses in our state and around the world.

UW employees bring their boundless energy creative problem-solving skills and dedication to building stronger minds and a healthier return they enjoy outstanding benefits opportunities for professional growth and the chance to work in an environment known for its diversity intellectual excitement artistic pursuits and natural beauty.

Our Commitment

The University of Washington is committed to fostering an inclusive respectful and welcoming community for all. As an equal opportunity employer the University considers applicants for employment without regard to race color creed religion national origin citizenship sex pregnancy age marital status sexual orientation gender identity or expression genetic information disability or veteran status consistent with UW Executive Order No. 81.

To request disability accommodation in the application process contact the Disability Services Office at or .

Applicants considered for this position will be required to disclose if they are the subject of any substantiated findings or current investigations related to sexual misconduct at their current employment and past employment. Disclosure is required under Washington state law.