Executive Assistant to the Sr. VP for Development

Dynamic and detail-oriented Executive Assistant supporting the Senior Vice President for Development within the Office of Institutional Advancement. Skilled in managing complex schedules, coordinating high-level meetings and logistics, and preparing polished correspondence, reports, and presentation materials. Serves as a reliable and professional point of contact for alumni, donors, faculty, staff, and external partners, ensuring positive and productive engagement. Adept at conducting research, drafting communication in response to inquiries, and providing comprehensive administrative support in a fast-paced environment. Recognized for maintaining a positive, solutions-focused attitude while delivering exceptional service and supporting the overall mission of the Office of Institutional Advancement.

QUALIFICATIONS:

Education, Experience and Training:

• Bachelor’s degree or equivalent combination of education and experience.
• Minimum 3–5 years of administrative or executive support experience, preferably in higher education, fundraising, nonprofit management, or a related professional environment.
• Exceptional organizational and project management skills with the ability to manage multiple priorities simultaneously.
• High level of discretion, judgment, and professionalism.
• Proficiency with Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) and comfort with CRM or donor databases.
• Experience with relational databases (Raiser’s Edge, Budget Tracker, Unimarket, Workday) preferred

Knowledge, Skills, Ability:

• Proven problem solving, decision-making and interpersonal skills with experience providing complex, confidential administrative support in a high-profile environment with tact and diplomacy.
• Proficiency in windows-based computer applications (Word, Excel, and Power Point)
• Flexibility in a fast-paced position
• Strong attention to detail
• Excellent communication skills, both verbal and written
• Strong human relation skills

Physical Requirements:

Typical office environment, computer keyboard typing, standing, sitting, and talking

ESSENTIAL FUNCTIONS:  

• Serves as “Point of Contact” for the Office of Institutional Advancement, handling inquiries efficiently and professionally, routing matters to the appropriate staff members when necessary.
• Serves as the administrative hub for the Development office, coordinating workflow, document management, supplies, purchasing, and general office operations.
• Builds strong working relationships with faculty, staff, trustees, alumni, and external partners to ensure effective collaboration across the University.
• Manages the Senior Vice President’s daily schedule, including appointments, meetings, travel arrangements, and event logistics.
• Processes a variety of confidential information and forms, both internally and externally for the Office
• Manages logistics and membership tasks for departmental boards, with specific focus on the HPU Board of Ambassadors and the Strickland Women’s Leadership Council
• Communicates by phone and email correspondence, performs filing and additional clerical duties in support of the activities of the Office of Institutional Advancement
• Serves as HR coordinator within the Office of Institutional Advancement for employees directly supervised by the Senior Vice President, training on policies and procedures and ensuring they have appropriate set-up upon their employment or termination
• Oversees confidential files, including donor and prospect information, in alignment with University privacy standards.
• Knowledgeable of appropriate purchasing procedures including preparation and entering all payments for invoices, assigning appropriate expenditure codes, following up on all associated requisitions, purchase orders, gift approvals, related paperwork, and working with vendors
• Coordinates quarterly and annual budget processes with Directors
• Assists in managing Travel Cards and Travel Reimbursements for IA staff and Sr. VP
• Schedules meetings, reserves rooms and plans menus through Outlook, 25 Live and other related software systems
• Works on special projects as assigned by Senior Vice President such as working with donor insurance policies and trusts, coordinating stock transfer information, drafting and editing pledge agreements and scholarship descriptions, one-on-one letters, and proofing publications and correspondence.

SUPERVISORY RESPONSIBILITIES:

Supervises JP Morgan Travel Card processes for all IA personnel  

ACCOUNTABILITY:

Accountable for the administration of office functions.

For more information about this position, please contact McKennon Shea, Senior VP for Development at [email protected]