Executive Assistant for University Advancement

Position Title:

Executive Assistant for University Advancement

Position Type:

Full time

Scheduled Weekly Hours:

40

Categories:

Staff Exempt

Job Summary:

The Executive Assistant for University Advancement provides high-level support to the Senior Vice President for University Strategy and Advancement and other senior leaders in Advancement. This role manages complex administrative functions in a fast-paced environment, balancing multiple priorities and deadlines with discretion and professionalism. The position requires regular interaction with university leadership, trustees and other significant volunteers and stakeholders, while supporting key advancement initiatives and projects. The ideal candidate excels at prioritizing tasks of varying urgency, ensuring seamless execution, and possesses strong interpersonal, communication (including excellent writing and proofreading skills), project management, diplomacy, and organizational skills. Confidentiality and discretion are required. This is a 12-month, exempt, benefits-eligible position based in Lewisburg, PA and will report to the Senior Vice President for University Strategy & Advancement.

Job Duties:

This position requires a proactive and solutions-oriented mindset, with the ability to anticipate needs, think strategically, and adapt in a dynamic environment. The Executive Assistant will work independently and collaboratively to support a wide range of priorities, often serving as a liaison across departments and with external stakeholders. The individual must be resourceful, detail-oriented, and committed to delivering high-quality work in support of the division’s strategic goals. Responsibilities include:   ​

• Administrative Support & Communication (40%): Provide executive-level administrative support, including managing calendar, coordinating meetings, arranging travel and acting as a liaison. Serve as an information filter by triaging requests, prioritizing inquiries, and determining appropriate responses or delegations.  Manage the daily operations of the division.  Prepare and edit correspondence, reports, presentations, and other documents while handling confidential information with high-level professionalism. 

• Event & Meeting Coordination (20%): Schedule and coordinate meetings with high-level campus partners and external donors, ensuring seamless logistics while managing the complexity of high-level engagements. Prepare comprehensive briefing materials, presentations and communications, to support leadership. Record minutes, track actionable follow-ups, and ensure timely execution of next steps for all stakeholders involved.

• Project & Office Management (20%): Track and monitor key projects, deadlines, and initiatives while maintaining organized records and files. Work directly with Advancement Leadership to execute projects and initiatives for advancement  Support leadership by tracking projects and initiatives, reporting on progress, identifying challenges, ensuring deadlines are met, and following through on critical tasks.

• Strategic Support & Special Initiatives (20%): Support leadership in executing strategic projects, advancement initiatives, and donor-related activities. Assist in coordinating efforts related to university-wide strategic initiatives, major fundraising campaigns, and institutional priorities. Partner with the campaign team to provide administrative and logistical support for campaign planning, goal tracking, and engagement strategies. Adapt to evolving priorities and contribute to the success of the Advancement office through proactive problem-solving.

• Non Essential Functions: The job description's listed responsibilities and tasks are not exhaustive, additional non-essential tasks and responsibilities may be assigned as needed. ​

This position (and all positions in our division) requires the occasional evening and weekend work to support university events including Homecoming & Family Weekend, Reunion Weekend, and large Career events. We do ask staff to mark their calendars in advance for these events. 

We are looking for exceptional people who will embrace our values:

• Lead with Integrity

• Embrace a Collaborative and Inclusive Spirit

• Be Open and Receptive

• Nurture Creativity and Innovation

• Foster a Culture of Empowerment and Knowledge

University Advancement is here to advance the mission of Bucknell University by engaging the Bucknell community. It is only through the support