Executive Assistant, Campaign and Strategic Planning

Department

ARD Office of Campaign Management

About the Department

Alumni Relations and Development (ARD) engages alumni (~220k), current students, parents, and friends of the University through intellectual, professional and social activities on campus, around the world and online. ARD raises $600 Million annually to support faculty and researchers, practitioners and patients, and students and programs across the University. Our work supports priorities in every division, school, department, and institute.

Campaign Operations drives operational excellence and strategic coordination within the advancement enterprise to meet and exceed fundraising goals. Serving as the crucial link between strategy and execution, the team aligns stakeholders, manages project plans, and coordinates efforts to ensure successful campaign outcomes. Our focus is on executing practical strategies and robust operations that strengthen the department and support the long-term sustainability of the organization.

Job Summary

The Executive Assistant provides confidential and high-level office and location support activities by acting as a lead and coordinating the work of others. Identifies, enhances, and applies specific processes and procedures to maximize the efficiencies of the University to which the support is being provided. May ensure the correct functioning of facilities, office and/or business support services.

This role manages the AVP’s schedule, coordinates high-level meetings, and provides administrative support for campaign and leadership engagement activities, ensuring smooth execution and efficiency. Responsibilities also include preparing meeting materials, tracking outcomes, supporting consultant workflows, maintaining databases, and refining administrative processes to enhance effectiveness.

Responsibilities

• Manages the AVP’s schedule, including resolving conflicts, building in travel time, and ensuring adequate desk time for non-meeting priorities.
• Prepares for meetings by tracking agenda items, compiling materials, booking spaces, prompting agenda development, and ensuring readiness in advance.
• Attends meetings as needed to take notes, tracks next steps, and maintains a library of meeting notes and outcomes for key discussions.
• Supports consultant workflows by scheduling meetings, developing itineraries, and preparing agendas.
• Coordinates and facilitates complex campaign and leadership engagement meetings and initiatives involving multiple stakeholders, ensuring timely preparation and distribution of agendas and materials, and smooth execution of all activities.
• Provides administrative support for campaign cabinet activities, including meeting scheduling, assisting co-chairs.
• Provides backup support for other senior staff, including the Vice President of Alumni Relations and Development.
• Assists with special projects such as holiday card delivery, Trustee pledge reminders, and process improvements for the Vice President’s office.
• Triages emails for shared email inboxes, assigning responsibilities based on content, and designs and participates in workflows that improve administrative efficiency.
• Maintains and utilizes the Phoenix system by performing data entry, managing information, and generating reports as needed.
• Proactively evaluates and refines recurring administrative processes, leveraging technology or best practices to reduce redundancy and enhance efficiency.
• Seeks opportunities for professional development that will enhance job performance including attending webinars, seminars, building networks within the University and with colleagues at peer institutions.
• Provides confidential and high-level administrative support for a leader. Stays informed of activities relating to University programs and initiatives, apprising the leader of issues when deemed necessary. Coordinates information flow from leader's office to University. May staff Board of Directors meetings. Relieves leaders of administrative responsibilities.
• Initiates correspondence and other written materials under own signature or for signature of the leader. Triages emails and telephone calls for action. Resolves routine and complex inquiries. May act as liaison to Board of Directors.
• Performs other related work as needed.

Minimum Qualifications

Education:

Minimum requirements include vocational training, apprenticeships or the equivalent experience in related field (not typically required to have a four-year degree).

Work Experience:

Minimum requirements include knowledge and skills developed through 7+ years of work experience in a related job discipline.

Certifications:

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Preferred Qualifications