Executive Assistant

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Job Title:

Executive Assistant

Department:

Advancement | Development Vice President

Position Overview

The Executive Assistant provides high-level administrative support to the Vice President of Development, serving as a strategic partner in managing complex calendars, coordinating meetings and travel, and preparing agendas, presentations, and briefing materials. This role acts as a key liaison with major donors, senior leadership, faculty, and staff, ensuring seamless communication and efficient operations. The Executive Assistant handles sensitive correspondence, maintains confidential donor records, processes reimbursements, and supports special projects and strategic initiatives with discretion and professionalism.

Reporting directly to the Vice President, the ideal candidate thrives in a fast-paced, team-oriented environment and demonstrates exceptional communication, organizational, and problem-solving skills. This role requires the ability to manage multiple priorities, anticipate needs, and exercise sound judgment and independent decision-making. Responsibilities include screening inquiries, coordinating donor-centered travel, preparing reports, and supporting internal and external meetings. The Executive Assistant also collaborates with development staff to align with strategic priorities and serves as a trusted point of contact for high-level stakeholders across the university and medical center.

All members of Advancement are part of creating a culture that inspires an exceptionally multifaceted and talented team and are expected to exhibit The Ohio State University’s Shared Values. The Office of Advancement is committed to acting with kindness, respect, and integrity at all times and welcoming our colleagues’ ideas, voices, and perspectives, acknowledging that we are better together.

Duties and Responsibilities

60%      

Manages administrative tasks to aid in the success of the Vice President and the development leadership team; Collaborates with entire development staff to understand philosophical approach and priorities; Screens and handles incoming phone calls, email and correspondences; Manages complex calendars in order to determine strategic use of VP and AVP’s time; Manages and processes confidential and sensitive correspondence; reviews and prioritizes incoming electronic and written mail; Records, transcribes minutes and distributes appropriately; organizes and prepares agendas and itineraries; Develops power point presentations; Coordinates materials for briefings; Anticipates, researches, and prepares materials for internal and external meetings; Maintains and safeguards donor contribution records of a highly confidential nature; Arranges and coordinates all travel plans including complex donor-centered activities and travel; Prepares special reports relative to various phases of the Medical Center Development activities and programs; Provides information to major donors, high-level volunteers, university and medical center officials and administrators, faculty, staff, visitors and general public; Prepares and submits reimbursement of expenses.

30%      

Researches and resolves issues and problems; Assesses inquiries and concerns directed to the Vice President’s office, determining course of action and delegating to appropriate person to manage; Uses substantial judgemen