Executive Assistant to the VP of Development

About the University of Hawai‘i Foundation:

The University of Hawaiʻi Foundation (UH Foundation) was established in 1955 to encourage private support for the University of Hawaiʻi (UH). Today it is the central fundraising organization for the UH System and is contracted by the Board of Regents to be the sole provider of fundraising and alumni services. In addition to fundraising, the Foundation manages more than 7,000 gift accounts for the benefit of the university and its students.

The UH Foundation is a private, institutionally related corporation designated as a 501(c)(3) organization by the Internal Revenue Service. It is a legally separate entity from the University of Hawaiʻi, the UH Alumni Association, and all other UH affiliates. However, the UH Foundation works closely with these organizations, as well as with others in the community, exclusively for the benefit of the university.

Our Vision

To inspire giving and partnership with the University of Hawaiʻi by fostering UH pride and passion among donors, alumni and the community.

Our Mission

To unite donors' passions with the University of Hawaiʻi's aspirations by raising philanthropic support and managing private investments to benefit UH, the people of Hawaiʻi and our future generations.

Our Values

Our values shape our relationships and guide our thinking and actions. By living our values, we build trust with our fellow employees, our donors, the university and the broader community.

Position Summary:

The Executive Assistant (EA) to the Vice President for Development (VP for Development) will provide support to the VP for Development of UH Foundation. This position must represent UH Foundation and office of Development in a positive manner internally, to UH, and externally, to the community. The EA provides administrative support, preparing the VP for Development and anticipating, documenting and organizing the various activities and needs of the VP for Development. 

Based at the Walter Dods Jr. RISE Center, the EA may need to visit areas of the University campus, as well as locations in and around O‘ahu. The EA may need to work weekends or evenings and may exceed a 40-hour work week to fulfill the demands of the position. 

 Duties & Responsibilities: 

• Development and Administration (75%)
  • Establish and maintain effective working relationships with a broad constituency inside and outside UH Foundation and University of Hawaii System.  
  • Organize and facilitate meetings, schedule and coordinate dates and times, venues, attendance, agenda, and facilities, takes minutes when necessary and provide administrative support and follow-up on matters arising from internal, external and donor meetings.
  • Organize and facilitate meetings and special events including scheduling and coordinating dates, times, venues, attendance, and agenda; compile briefings, coordinate communications, take minutes, and provide administrative support and follow-up on matters arising from meetings.   
  • Research, draft, and edit written communications that may include speeches, briefing materials for meetings and events, proposals, reports, and correspondence.  
  • Coordinate the VP for Development travel schedules, make travel arrangements, and prepare travel briefings for UH Foundation and UH leadership.
  • Help the VP for Development prepare for meetings and other activities and then document and organize the follow-up requirements at the end of these activities.
  • Gather, assemble and refine material and data required for correspondence, memorandums, reports, or other material.
  • Regularly deal with diverse matters requiring a broad knowledge of the Foundation’s organizational operations and policies necessary to ensure appropriate decision-making protocols are followed.
  • Assist in managing incoming applications for job candidates and coordinate interviews.  Make travel arrangements for candidates and new hires. Coordinate orientation schedule for new hires.
  • Assist in the budget management of the Development Office.
  • Assist in managing prospective donor portfolios for the VP for Development.  
    • Coordinate and attend strategy sessions.  Follow-up to ensure next-step assignments are initiated and moving toward solicitation and gift closings.
    • Assist in the documentation of written strategies and milestone dates. 
    • Enter information into the fundraising system which includes but is not limited to proposals, contact reports, strategy and next steps.
  • Assist with follow up with prospects and donors, on behalf of the VP for Development, to ensure the forward movement of solicitation and gift closings.
    • With other administrative personnel, provide back-up administrative and telephone sup