Executive Assistant to the Vice President Institutional Advancement

The Executive Assistant to the Vice President for University Development is a highly trusted strategic and service-oriented member of the Vice Presidents Office. This role provides high-level executive support to the Vice President while helping advance the effectiveness culture and operational excellence of the Institutional Advancement division. This position is more than a traditional executive assistant role. It requires strong judgment initiative project management skills communication ability and a broad understanding of how the Vice Presidents priorities connect to the work of the division and the university. The Executive Assistant helps ensure that the Vice President is prepared informed responsive and able to focus on the highest-priority work of the division. The person in this role serves as a key representative of the Vice Presidents Office and helps set the tone for a culture that is positive professional collaborative responsive and committed to high standards. The Executive Assistant works closely with the Vice President the Executive Associates and other members of the Vice Presidents Office to coordinate priorities manage workflow support communications and move projects forward. The role requires a high degree of confidentiality discretion emotional intelligence adaptability and follow-through. The Executive Assistant will regularly collaborate with and receive directions from the Executive Associates as part of the full scope of the position. Success in this role requires comfort working in a fast-paced executive environment anticipating needs managing details without losing sight of the larger strategy and building strong working relationships with colleagues donors university leaders and external partners.

Essential Functions:

• Provide confidential high-level support to the Vice President for Institutional Advancement using strong judgment discretion initiative and problem-solving skills to manage priorities assignments and projects. Manage and maintain the Vice Presidents calendar including executive-level meetings donor and community meetings university leadership meetings large group meetings committee meetings travel and related logistics. Proactively prepare the Vice President for meetings and engagements by gathering relevant materials anticipating needs identifying key issues and ensuring timely follow-up.

• Serve as a primary point of contact for the Vice Presidents Office representing the Vice President and the division with professionalism warmth responsiveness and sound judgment.

• Monitor triage and respond to calls emails requests and concerns directed to the Vice Presidents Office resolving issues when appropriate and elevating matters that require additional attention.

• Support a positive and high-performing office culture by modeling professionalism collaboration accountability responsiveness discretion and a commitment to excellence.

• Work closely with the Executive Associates and other members of the Vice Presidents Office to coordinate priorities complete shared work manage deadlines and ensure alignment across executive office functions. Receive direction from the Executive Associates on projects communications meeting preparation board-related work and other assignments that support the Vice President and the division.

• Support scheduling agendas slide decks and room needs for regular team meetings including Vice Presidents Office weekly meetings monthly Division meetings and Bi-annual Team Days

• Coordinate and support the preparation of confidential materials for executive-level meetings including materials for the Board of Trustees the Grand Valley University Foundation Board of Directors Senior Leadership Team meetings and other university or divisional leadership meetings.

• Schedule prepare for attend and support regular and ad hoc meetings as directed by the Vice President or Executive Associates including drafting agendas capturing notes or minutes tracking action items and supporting timely follow-up. Support planning and coordination for recurring team and division meetings including Vice Presidents Office meetings monthly division meetings biannual team days retreats and other gatherings that advance communication alignment and culture.

• Draft edit proofread and coordinate communications on behalf of or in support of the Vice Presidents Office ensuring messages are accurate timely professional and aligned with the tone and priorities of the division.

• Assist the Vice President in establishing and maintaining strong relationships with donors alumni community partners university leaders and other stakeholders by conducting research preparing materials offering insight tracking activity and supporting follow-up.

• Manage expense and mileage reporting reviews/prepares documents of varying types for the Vice Presidents signature/approval and supports timely completion of regular HR processes by the Vice President.

• Maintain essential documents records templates procedures and shared resources for the Vice Presidents Office and the division.

• Support donor stewardship and engagement activities involving the Vice President including gift acknowledgments thank-you notes sympathy expressions donor correspondence and related tasks. Assist with project management for special initiatives including organizing timelines tracking progress coordinating contributors identifying next steps and helping ensure work moves forward.

• Contribute to the regular review and improvement of office systems workflows policies and procedures to strengthen efficiency consistency and service.

• Exercise sound judgment in navigating competing priorities sensitive situations deadline pressure and changing needs in a fast-paced executive office environment.

• Collaborate inclusively and effectively with colleagues across the division and university helping foster trust clarity shared accountability and a strong service orientation.

• Demonstrate a commitment to continued growth within Grand Valleys core competencies for employees and contribute positively to the mission values and culture of the university.

• Perform other duties as assigned.

Required Qualifications:

• High school graduate or equivalent.

• Minimum of five years of relevant work experience.

• Demonstrated administrative and organizational skills.

• Experience with various computer software applications such as Microsoft Office and/or equivalent.

• Data entry experience.

• Typing and spelling competency with grammar and proofreading skills.

• Possess strong verbal and written communication skills.

• Demonstrated experience to successfully provide quality customer service.

• Demonstrated experience to successfully work independently organize own work and coordinate work activities of others.

• Demonstrated experience to successfully coordinate large projects.

• Demonstrated experience to successfully handle multiple demands efficiently.

• Demonstrated experience in a supervisory role or equivalent.

• Demonstrated experience to successfully organize and prioritize workload.

• Demonstrated experience to handle complex budget records and assist with financial concerns.

• Demonstrated experience to successfully navigate challenging situations in the workplace while using good judgement.

• Ability to work under pressure and meet deadlines.

• Demonstrated experience to successfully maintain satisfactory work performance and attendance records.

• Ability to maintain positive intercultural and interpersonal relationships

Preferred Qualifications:

• Bachelors degree

• Higher education or business experience

• Experience supervising/supporting college students

• Experience in or demonstrated understanding of state and federal relations and reporting

• Experience in or demonstrated understanding of diversity inclusion and equity

• Understanding of Grand Valley State University as an organization including its systems and processes

Supervision Received:

Receives minimal supervision from a designated supervisor. Much of the work is self-initiated. Person is expected to function with considerable independence and apply appropriate policies and procedures within the assigned area of responsibility. .

Supervision Exercised:

Hire train schedule and coordinate the work of student employees and may act as lead worker to PSS staff members within the department/unit/division.

Working Conditions:

Typical office environment. Monday - Friday 8:00 a.m. - 5:00 p.m.

To perform this job successfully an individual must be able to perform each essential duty satisfactorily. Must have the physical stamina to work long hours and/or more than 5 days per week. The requirements listed are representative of the knowledge skill and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The information contained in this job description is for compliance with the Americans with Disabilities Act as amended by the ADA Amendment Act (2008) Section 504 of the Rehabilitation Act of 1973 and other applicable federal and state laws that prohibit discrimination on the basis of disability. GVSU will provide reasonable accommodations to qualified individuals with disabilities upon TDD Callers: Call Michigan Relay Center at 711 (in State) or 1- (out of State).

Grand Valley State University is an Antidiscrimination/Equal Opportunity Employer which includes providing equal opportunity for protected veterans and individuals with disabilities. University policy extends protections to additional identities.