EXECUTIVE ASSISTANTAdd to Favourites
The Executive Assistant is needed to perform a variety of complex administrative support duties for the Vice President for College Relations and support the work of the Director of Principal Gifts.
Reporting to the Vice President for College Relations, the Executive Assistant to the Vice President for College Relations provides executive support in a one-on-one working relationship. The Executive Assistant to the Vice President for College Relations serves as the primary point of contact for internal and external constituencies on all matters pertaining to the Office of the Vice President for College Relations. This position also serves as a liaison to the President’s Office and Senior Leadership office teams; organizes and coordinates Vice President for College Relations office outreach and external relations efforts; and oversees special projects.
Facilitate the efficient utilization of the Vice President's time through development and coordination of a complex calendar of appointments, meetings, social engagements, and college functions with individuals and groups. Provide “gateway” and “gatekeeper” role for direct access to the Vice President’s time and office. Work closely and effectively with the Vice President to keep him/her well informed of upcoming commitments and responsibilities, following up appropriately.
Represent the Office for College Relations in communications with internal and external constituents, serving as first point of contact with the Vice President’s office. Warmly engage, exercise independent judgment, and respond to inquiries with discretion, providing authoritative information regarding College policies, procedures, and decisions. Maintain confidentiality in carrying out responsibilities; take initiative in problem-solving; independently handle sensitive situations using tact and diplomacy; use initiative to ensure matters requiring attention are handled appropriately; work effectively in stressful situations meeting expected deadlines; refer inquiries or problems to the appropriate office or person when necessary; and follow up to determine the inquirer's satisfaction with the response.
Ensure the completion of a broad variety of administrative tasks for the Vice President, including managing the budget, including forecasting; completing expense reports; composing and preparing correspondence that is sometimes confidential; arranging complex and detailed travel plans, itineraries, and agendas; and compiling documents for travel-related meetings and on-campus activities – including for other campus, trustee and alumni leaders working on behalf of the Office of College Relations. Working in multiple databases and applications, enter data; run prospect, giving, and budget reports; and interpret complex giving records. Develop innovative initiatives to enhance College Relations’ internal efficiency and effectiveness (ex: procurement and tracking of office supplies, consistency with access to data, software and ongoing training). Follow up with College Relations departments to ensure progress and deadlines on division and campus-wide responsibilities. Support the work of the Executive Director of Operations. Undertake and execute other duties as assigned.
Assist the Vice President in oversight functions by reviewing, monitoring, and approving forms and reviewing correspondence and documents prepared by other offices for the Vice President’s signature. Facilitate the follow-up for alumni correspondence resulting from communications pushed out to alumni from the Office of the President, College Relations, Communications, and/or the Board of Trustees. Research, prioritize, and follow up on incoming issues and concerns addressed to the Vice President, including those of a sensitive or confidential nature. Determine appropriate course of action, referral, or response, including contact reports and any follow-up from travel and one-on-one meetings between the Vice President and donors and volunteers.
In collaboration with the Vice President, support the work of the Board of Trustees College and Community Relations Committee and Governance and Nominating Committee, including preparing quarterly meeting and conference call materials for the trustee committee members.
HS/GED and a minimum of five years of increasingly complex administrative support experience, or a combination of experience and education for which similar skills would be acquired. Bachelor's degree is preferred. Advanced working knowledge of Microsoft product suite. Excellent writing, organizational, problem solving and analytical skills.
This position requires a strong commitment to Davidson College, unquestioned integrity, adaptability and curiosity, excellent judgment, a keen sense of confidentiality, exemplary written and oral communication skills, a professional manner and appearance, and demonstrated skills in effectively managing challenging situations. Excellent organizational skills that reflect an ability to perform and prioritize multiple tasks seamlessly, close attention to detail, ability to translate data, strong technological skills, comfort with learning and exploring new technologies, and the demonstrated ability to work independently on multiple complex projects at a time are required. This position requires very strong interpersonal skills, diplomacy, emotional maturity, highly resourceful team-orientation, and the ability to build relationships with stakeholders. Must demonstrate ability to achieve high performance goals and meet deadlines in a fast-paced environment.
Must have experience working with people from a wide variety of backgrounds and experiences.