Executive Assistant

Reporting to the Vice President, Central Fundraising, the Executive Assistant provides high-level administrative support with a high level of confidentiality to the Vice President. This role requires the ability to work independently, comfortably multi-task on a wide variety of projects, possess a keen eye for detail, be able to collaborate with colleagues and follow through with minimal supervision.

Essential Functions

• Manage the Vice President’s calendar including scheduling appointments, arranging, and coordinating logistics and making travel arrangements as needed


• Oversee logistics for high-level meetings and events, prepare agendas and other supporting documents/materials for meetings, create briefings and conduct high level research, assist/create presentations, edit materials prepared by VP and team members, and attend meetings with VP or the designees as needed for the purpose of taking notes and assisting with follow-up in a timely manner


• Meet with VP regularly to review tasks and calendars for the purpose of ensuring smooth flow of work and maintaining organizational systems in Central Fundraising


• Collaborate with Associate Director, Special Projects Central Fundraising as needed to help on projects, divisional workflow, and prioritization of VP’s time


• Participate in divisional administrative meetings as needed


• Responsible for managing timesheets and maintain/record time-off for VP’s direct reports


• Submit check requisitions, transmittal forms, expense reports, credit card reconciliations for the VP


• Assist with monitoring the overall Central Fundraising budget


• Liaise with diverse stakeholders including university and community leaders, donors/prospective donors, alumni, and friends on behalf of the VP


• Work with Research and Prospect Management, Gift Administration, Finance, and other internal departments to obtain donor information, process and track gifts, etc.


• Support in drafting gift agreements, gift processing, establishing funds, and gift acknowledgments


• Ensure accurate and timely data entry in database


• Prepare and run reports, analyze reports, and identify/help develop new reports


• Welcome and support guests for on-campus meetings and Foundation events


• Serve as a resource to Central Fundraising support staff on administrative standards and processes


• Provide backup for Central Fundraising support staff and other Executive Assistants as assigned, and be willing to cross train as needed


• Complete work and duties with a high level of confidentiality


• Perform other duties as assigned

Competency Aptitudes

Leadership

• Responsible for complex projects with guidance by leadership


• Develop comprehensive project leadership (own all project components)

Autonomy

• Create, manage, and execute critical elements for the department/project/program


• Perform project analysis; devise and implement process improvements to optimize outcomes

Complexity

• Scope of work is highly visible and is pan-University or pan-foundation


• Subject matter expert of department/project/program operations

Strategy

• Assist with strategy development, projects, and proposals


• Begin leading strategy sessions


• Responsible for operational tasks for the project/program/program

Education and/or Experience

Bachelor's degree and/or 2+ years of professional experience in fundraising, alumni relations, non-profit organizations, event planning, higher education, or related fields.

Working Conditions

This position requires clarity of focus while juggling complex projects or deadlines with little physical effort. Will work evenings, weekends, or odd hours to meet organizational commitments. Typical working conditions with an absence of disagreeable elements. This position requires some early mornings and late evenings to accommodate meetings, travel, events, and external constituent’s schedules.

Workplace Arrangements

This is classified as an office-centric hybrid position. Colleagues working under an office-centric hybrid arrangement have a primary workstation in a university or foundation location and are in the office between one and five days a week. The frequency with which they are present in the office depends on their role and function and the interdependency of other functions.

Compensation and Benefits
The position is budgeted for an annual salary of $70,000. In addition to salary, Rutgers University Foundation offers: 

• Office-centric hybrid work schedule


• Comprehensive medical


• Comprehensive no cost dental, and no cost vision insurance for employee and dependents


• 403(b) plan with matching employer contribution


• Accrual of three weeks of annual vacation time, in addition to five wellness days and fifteen sick days per year


• Nine holidays, as well as four floating holidays


• Significant tuition reductions


• Professional development is highly valued at the Rutgers University Foundation, where employees are encouraged to look across the organization to develop new skills and abilities for professional career progression.


• $40 monthly cell phone reimbursement

Equal Employment Opportunity

It is Foundation policy to provide equal employment opportunity to all its employees and applicants. The Foundation prohibits discrimination against any employee or applicant for employment because of race, color, religion, creed, age, sex, national origin, ancestry, marital status, familial status, disability, sexual orientation, gender identity, gender expression, veteran status, genetic information, and any other characteristics protected by applicable state, federal and/or local laws. Equal employment opportunity applies to hiring, placement, transfer, promotion, demotion, recruitment, advertising or solicitation for employment, treatment during employment, rates of pay or other forms of compensation, selection for training, layoff, or termination.