Executive Assistant to the VP of Development

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Job Title:

Executive Assistant to the VP of Development

Job Family:

Administrative Support

Full-Time/Part-Time:

Full time

Compensation Grade:

6H

Pay Type:

Hourly

Department:

Development

Job Summary:

The Executive Assistant provides high-level executive and operational support to the Vice President for Development and supports the Associate Vice President for Development and Associate Vice President for Philanthropic Strategy.
This role serves as a trusted partner to senior leadership, exercising discretion, independent judgment, and strategic coordination to advance divisional priorities, donor engagement, Trustee relations, and operational excellence.

Job Description:

Primary Responsibilities

Executive & Strategic Support

• Manage complex and dynamic calendars for the VP and AVPs, prioritizing meetings and aligning schedules with strategic fundraising goals.
• Arrange and coordinate donor visits including appointment inquiries, preparing briefing materials, arranging logistics, and tracking follow-up actions.
• Anticipate leadership needs and independently initiate work to ensure seamless operations.
• Track and manage VP’s next steps for Principal and Presidential Prospect meetings.
• Enter contact reports for the VP and maintain accurate records in Raiser's Edge NXT and other systems as required.

Donor, Trustee & Volunteer Engagement

• Work with discretion and sound judgment in supporting engagement with major donors, Trustees, and key volunteers.
• Support Trustee and key volunteer committees by:
  • Preparing agendas and briefing materials
  • Coordinating in-person and virtual logistics
  • Recording minutes
  • Tracking and ensuring follow-up on action items
• Coordinate cultivation, solicitation, and stewardship actions in partnership with advancement services and donor relations teams.
• Assist VP with Trustee solicitations and preparation of annual endowment reports.
• Coordinate and track monthly donor recognition outreach (e.g., birthday correspondence).

Budget & Financial Administration

• Oversee and monitor the division budget and the budgets of the VP and AVPs.
• Process payments and travel reimbursements.
• Review quarterly budget-to-actual reports; prepare adjustments and assist with financial analysis.
• Coordinate Workday training sessions related to budget reporting and reconciliations as needed.

Travel & Meeting Coordination

• Coordinate domestic travel for the VP in collaboration with the Office of the President, Development Officers, Alumni Engagement, and campus partners.
• Arrange airline, hotel, and rental reservations.
• Prepare comprehensive itineraries, donor research packets (provided by Advancement Services), and prospective donor gifts.
• Track travel expenditures and maintain accurate database updates.

Office & Department Operations

• Oversee day-to-day administrative operations of the Office of Development.
• Serve as primary onsite point of contact for visitors, donors, Trustees, and campus partners.
• Maintain shared calendars, distribution lists, meeting space scheduling, and departmental resources (e.g. golf cart reservations,