Executive Assistant to the Vice President for University Advancement and Board Governance Manager

Western Washington University with over 15000 students in seven colleges and the graduate school is nationally recognized for its educational programs students and faculty. The campus is located in Bellingham Washington a coastal community of 90000 overlooking Bellingham Bay the San Juan Islands and the North Cascades Mountain range. The city lies 90 miles north of Seattle and 60 miles south of Vancouver British Columbia. Western has additional sites in Anacortes Bremerton Everett Port Angeles and Poulsbo. Western is recognized nationally for its successes such as being named one of the top public masters-granting institutions in the Pacific Northwest for 25 years in a row by U.S. News & World Report.

Western Washington University is committed to achieving excellence through advancing inclusive success increasing our Washington impact and focusing on transformational education grounded in the liberal arts and sciences and based on innovative scholarship research and creative activity. Westerns greatest strength is the outstanding students faculty staff and alumni/ae who make up its community. Western supports an inclusive governance structure for all and provides a learning and working environment in which everyone can pursuit of this excellence individual employees are expected to establish and maintain productive and effective inclusive working relationships amongst diverse populations including staff faculty administration student and external constituents. Further individual employees are expected to have the ability to operationalize sustainability concepts (economic societal environmental) into all aspects of performing their job duties.

The Executive Assistant additionally supports the work of the governing body of The Foundation for WWU & Alumni. The position serves as the primary liaison between the board the CEO of the Foundation / VP of University of Advancement and the University Advancement leadership team in promoting effective board governance and collaboration between the board and members of the university community.

Serving as a trusted counselor and confidant the Executive Assistant supports the essential relationship between the board and CEO; serves as an important communication link between the board the CEO and key stakeholders; serves as an advisor to the Board in advancing the institutional mission and ensuring good governance; and advises the board through anticipating needs and issues proactively and helping navigate complex situations. The position is expected to work with and communicate with the university administration on behalf of the CEO of the foundation.

The position coordinates the development of the boards long-term work plans meeting schedules and agendas board communications work of board committees and on-board training and professional development of the Board.

Position Duties and Responsibilities

Administrative Support to the Vice President (40%) - Serves as a point of contact for the Vice Presidents office among all internal and external stakeholders. Develops and maintains highly effective and efficient relationships with all internal and external stakeholders to support the Vice Presidents agenda and priorities. Manages the details of highly confidential donor meetings and other critical issues. Collects donor background information and provide accurate useful and appropriate information and data to aid in decision-making. Supports the Vice President by entering and maintaining confidential donor data in the advancement database. Facilitates the solution of potential issues by handling independently and / or directing to other offices as appropriate. Supports the strategic planning process. Provides key ongoing support by anticipating managing prioritizing and alerting the Vice President to incoming issues. Coordinates monitors and prioritizes the Vice Presidents calendar. Schedules meetings prepares day files and back-up materials for daily meetings and appointments; provides meeting notifications and prepares and distributes appropriate agendas for meetings. Manages the Vice Presidents travel arrangements (e.g. books travel completes registration etc.) for Foundation and university-related events and activities. Manages all Vice President credit card purchases and reconciles all receipts to credit card management system. Prepares travel files with all pertinent information including flights directions hotel confirmations meeting materials and necessary documents. Provides advanced administrative support in managing projects events and other activities to ensure utmost efficiency discretion and an awareness of protocol. Establishes priorities to expedite workflow to meet appropriate deadlines. Collaborates independently on university-wide issues with administrative support staff to the President and Vice Presidents Associate Vice Presidents Assistant Vice Presidents Assistant Attorney Generals Operations Managers Vice Provosts Deans and Department Chairs Academic Directors and the Associated Students. Reviews incoming correspondence and process; responds to written and verbal communication; screens phone calls; answers inquiries; prepares correspondence; and assigns document filing destinations. Uses a high degree of judgement and independent decision-making in responding to external stakeholder requests. Drafts and prepares correspondence and communication using a variety of current office software ensuring that they are in university form and format customized to the audience. Coordinates prepares and assists in developing required materials for a wide variety of meetings which may include preparing agendas presentations donor meeting materials and other documents as needed. Plans coordinates and staffs division-wide meetings. Coordinates logistics with Special Events and other activities which may include catering service technical support meeting invitations guests list presenters speakers meeting venues transportation and others both on and off campus.

Board Administration and Communications (45%) -The Liaison supports the Board through strategic and confidential planning and execution at the direction of the Board and in consultation with the CEO. Develops long-term work plans and organizes and implements activities to facilitate and coordinate the Boards deliberations activities and consultation with the Board Chair and the CEO the Liaison develops the Boards long-term work plans and meeting schedules and agendas including preparation of Board meeting materials. Responsible for official communications between the Board and internal and external constituencies serving as the point of contact and managing communications in a time of coordination with the CEO the Executive Assistants responsibilities include planning managing and executing business of the Board which includes at least four full board meetings each year and multiple committee and task force meetings on an annual basis. The Liaison additionally serves as the point of contact between the Board and University Advancement staff. Assists the Board Chair the CEO and other senior leaders in the planning and execution of all Board and committee meetings which includes attending all meetings and preparing minutes for all meetings. Manages and regularly updates all board members meetings and agendas in the board management portal (Diligent One). Serves as resident expert for the portal. Maintains the official corporate books of record. Updates all official board documents and policies and records of board actions and decision collaboration with the CEO and the Associate Vice President of Development the Liaison identifies unique strengths and opportunities for directors and develops individual plans in order to maximize board engagement. Works with the Board Chair and the CEO to plan oversee logistics prepare briefing materials and coordinate Board retreats. Works with and communicates with the University Presidents Office on behalf of the CEO and the Board of Directors. Working with the CEO board members and advancement staff develops and maintains a regular list of potential board members who are researched vetted and available for consideration to fill board vacancies as necessary. Leads the process for new board member orientation. Identifies and coordinates ongoing professional development opportunities for directors. Identifies governance best practices with the eye to continuously enhancing the work and operations of the collaboration with the CEO and senior administrative team develops continued education opportunities about issues and trends in higher education and philanthropy. Facilitates the regular process of board self-assessment as well as for its committees. Assists the board in periodic review and modifications of Board Bylaws charters and policies. Serves as a resource within University Advancement for board-related matters. Cultivates and stewards strong individual relationships with every member of the board. Partners with development professionals engagement professionals and other advancement professionals on the cultivation and stewardship of the Board of Directors by serving on strategy teams and providing counsel when consulted. Ensures that The Foundation for WWU & Alumni website is updated and reflects an outward-facing design and content. Supports directors as institutional advocates and representatives. Supports the essential relationship between the Board and the CEO. Assists the board in the periodic evaluation of the CEO & supports the board during CEO search and transition.

Special Projects and Campaign Support (10%) -Support campaign planning and execution by coordinating donor meetings tracking priorities and monitoring progress towards metrics. Coordinate Foundation board engagement on behalf of the VP/CEO in communicating campaign strategy fundraising goals advocacy and stewardship activities. Support board members as institutional ambassadors and campaign advocates. Be knowledgeable about University fundraising priorities and be able to speak to those priorities as an extension of the VP/CEO office. Provides administrative and logistical support for special projects and strategic planning sessions helping to ensure the successful execution of high-level initiatives. Serves as a primary policy researcher for the Board and provides or coordinates the gathering of essential information and data related to on-going and emerging issues of importance to the University and the Foundation.

Other duties as assigned (5%)

• Bachelors Degree
• Experience in working directly with a Board of Directors chief executive officer or equivalent in professional government or executive setting.
• Evidence of ability to interact with and manage high level executive leadership.
• Strong administrative organizational and time management skills.
• Exceptional written verbal and interpersonal communication skills and presentation skills with a variety of constituents.
• Ability to work successfully under pressure while maintaining a high level of professionalism.
• Ability to effectively partner with senior-level staff and work effectively with a wide range of individuals with diverse backgrounds including faculty staff students alumni and community and business leaders.
• Demonstrated experience in advancing accessibility diversity equity and inclusion (ADEI) and thorough understanding of WWUs values and goals related to ADEI.
• Demonstrated ability to handle highly confidential and sensitive information and materials.
• Demonstrated ability to work independently and use sound judgment and initiative.
• Excellent organizational detail-oriented interpersonal and multi-tasking skills with demonstrated ability to navigate successfully in a fast paced complex and dynamic organization and the ability to manage competing priorities.
• Skill with Microsoft Office a CRM and digital platform to organize board work.
• Knowledge of budget management.
• Demonstrated experience working with Microsoft Word Excel and PowerPoint.
• Experience in the maintenance of confidential records and knowledge of office management principles and procedures.
• Must be available to work occasional evenings weekends; participate in occasional business-related travel.

• Background in development and / or advancement at an institution of higher education or similar complex organization.
• Experience providing executive level support to governing boards and committees including managing projects in support of board operations and goals.
• At least one year of management (including the management of volunteers).
• Understanding of higher education culture contemporary higher education issues and philanthropy.
• Understanding of Washington state higher education public policy a plus.
• Familiarity with Roberts Rules of Order and parliamentary procedure.
• Publisher Visio and Adobe Dreamweaver or equivalent.

Benefits Overview for Administrative Professional Position.

A cover letter and resume are required and should address your experience related to the position responsibilities and the required and preferred qualifications. Please include the names and contact information of three professional references. References will only be contacted if necessary with notice provided beforehand.

For priority consideration please apply by November 12 2026; position is open until filled.

Western Washington University (WWU) is an equal opportunity compliance with applicable laws WWU does not discriminate on the basis of race ethnicity color national origin age citizenship or immigration status pregnancy use of protective leave genetic status sex sexual orientation gender identity gender expression marital status creed religion veteran or military status disability or the use of a trained guide dog or service animal (including a service animal in training) by a person with a disability or any other characteristic protected by federal state or local law in its programs or activities including employment admissions and educational programs. See WWUs Policies onProhibiting Discrimination Based on A Protected Class and Prohibiting Discrimination Based on Sex. Inquiries may be directed to the Office of Civil Rights and Title IX Compliance Title IX and ADA Coordinator Western Washington University Old Main 126 (MS 9021) 516 High Street Bellingham WA 98225; 360.650.3307 (voice) or 711 (Washington Relay);

WWU is committed to providing reasonable accommodations to qualified individuals with disabilities upon request. To request this document in an alternate format or to request an accommodation please contactHuman Resources Disability Services 360.650.3751 or 711 (Washington Relay).

Annual Security and Fire Safety Report: This report is provided pursuant to the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act (The Clery Act). It includes statistics for the previous three calendar years concerning reported crimes that occurred on Westerns campus; in certain off-campus buildings or property owned or controlled by Western; and on public property within or immediately adjacent to and accessible from the campus. The report also includes institutional policies concerning campus security such as policies concerning alcohol and drug use crime prevention the reporting of crimes sexual assault and other matters. You can obtain a copy of this report in printed or alternate formats by contacting the Office of Student Life at . The report can be found at: Annual Security and Fire Safety Report.

All new employees must comply with the immunization policy and show employment eligibility verification as required by the U.S. Citizen and Immigration Service before beginning work at WWU. A thorough background check will be conducted on all new hires which includes a sexual misconduct background check.