Administrative Specialist to the Assistant Vice Presidents

The University of Washington has been a hub for learning, innovation, problem solving, and community building for over 160 years. University Advancement supports this legacy by developing meaningful connections that foster pride, advocacy, and philanthropic support. Alumni and Stakeholder Engagement (ASE) advances higher education in Washington and supports the UW through broad-based engagement with alumni, students, retirees, and friends, in partnership with the UW Alumni Association, UW Retirement Association, and the University Book Store.

About the role

Alumni & Stakeholder Engagement is seeking an Administrative Specialist to provide executive-level support to two Assistant Vice Presidents. This full-time, permanent position involves administrative support, project management, and operational coordination, including scheduling, communications, meeting and event coordination, and stakeholder engagement. The role also supports the Vice President of Alumni & Stakeholder Engagement and collaborates with Advancement leaders, university partners, trustees, volunteers, and other stakeholders.

Responsibilities

• Executive Administrative Support (70%)
  • Manage complex calendars and scheduling for two Assistant Vice Presidents, coordinating meetings and events with internal and external stakeholders.
  • Prioritize requests, resolve scheduling conflicts, and proactively manage changes.
  • Organize meetings, including logistics, agenda preparation, briefing materials, documentation, and follow-up on action items.
  • Draft and prepare correspondence, reports, and other communications on behalf of the AVPs.
  • Conduct research, prepare executive briefing materials, and assist with reporting, analysis, and strategic initiatives.
  • Support AVPs in managing projects, stakeholder engagement, reporting, and operational priorities.
  • Coordinate project plans, timelines, deliverables, and follow-up activities to meet goals and deadlines.
  • Track workplans, goals, and reporting metrics for team and departmental initiatives.
  • Arrange travel, manage expense processing, budget tracking, recordkeeping, and financial reporting.
  • Maintain records and support data tracking and administrative systems to advance team goals.
  • Handle confidential and sensitive information with discretion.
  • Provide backup calendar and administrative support to the Vice President for Alumni and Stakeholder Engagement.
• Event and Meeting Support (25%)
  • Coordinate logistics for meetings and events, including scheduling, venue arrangements, catering, technology, agendas, materials, and follow-up actions.
  • Support ASE all-staff meetings, retreats, professional development sessions, and internal gatherings.
  • Provide onsite support for meetings and events, including setup, troubleshooting, and hybrid meeting coordination.
  • Support ASE and University Advancement events, which may occasionally occur outside of standard business hours.
• Other duties and special projects (5%)

Requirements

• Minimum Qualifications
  • Bachelor’s degree and at least 4 years of experience providing administrative support to executive leadership or related experience.
• Preferred Qualifications
  • Exceptional organizational and project management skills, with the ability to manage complex calendars and balance multiple priorities in a fast-paced environment.
  • Strong written and verbal communication skills, with the ability to communicate clearly and professionally with diverse audiences.
  • Proven ability to work with high-level volunteers and/or donors.
  • Knowledge of alumni relations, advancement, development, or stakeholder engagement practices.
  • Experience in data management.
  • Proficiency in Microsoft Office Suite for managing correspondence, reports, schedules, and presentations.
  • Strong attention to detail, problem-solving skills, and ability to work independently with minimal supervision.

Schedule

Hybrid-work schedule with four days in the office and one day eligible for telework per week. Workload and times may vary, including occasional early mornings, evenings, and weekends to support meetings and events.

Pay

Annual pay range: $72,648.00 – $76,008.00.

Benefits

For information about benefits for this position, visit UW Staff Benefits.