Executive Assistant to the Executive Director of Institutional Advancement

About the role

Under the direction of the Executive Director of Institutional Advancement (EDIA), the Executive Assistant will perform responsible and complex administrative work; exercise discretion and independent judgment particularly with senior administrative staff, senior volunteer leadership (trustees, counselors, etc.), prospective donors and donors; and evaluate and determine the most appropriate steps to ensure the proper functioning and information flow of the Institutional Advancement office.

Responsibilities

• Serve as key liaison with the Office of the President.
• Organize and perform varied and complex administrative duties of the EDIA.
• Serve as key assistant for the EDIA; represent the office in a positive and inviting manner.
• Screen visitors, mail and telephone calls: ascertain the nature of their business, help those that can be taken care of personally, and redirect those which can be handled by others.
• Serve as liaison for communication between the EDIA and key administrators, prospective donors, donors and volunteers; and brief EDIA, as needed.
• Maintain the EDIA's calendar and calendar for Office of Institutional Advancement; schedule meetings and appointments; generate staff meeting agenda; supervise and coordinate work flow of office (liaison between EDIA, advancement services, donor relations, and directors of alumni relations and annual fund).
• Remain current concerning problems, situations and conditions of special interest to the EDIA; exercise independent judgment and anticipation concerning matters requiring the EDIA's attention to assure timely action.
• Receive, open and review incoming correspondence (electronic and hard copy) referred or addressed to the EDIA, determine appropriate handling and forward to others to the appropriate office for handling.
• Compose and prepare responses to correspondence and other inquiries as appropriate; final copies of talking points or speeches, etc.; initiate format and check for accuracy of spelling, punctuation, grammar, etc.
• Review outgoing correspondence submitted for the EDIA's signature for proper format, sentence structure and typographical accuracy, and ascertain that the response is in accordance with the EDIA's views.
• Supervise other administrative personnel in the Advancement office.
• In coordination with Advancement Services, conduct research and prepare reports for the EDIA, research records and obtain information for other offices and agencies as necessary to perform assigned duties as directed.
• Work independently without guidance in the performance of day-to-day work and in providing services on behalf of the EDIA during the absence of the EDIA.
• Keep EDIA informed of actions and issues affecting IA office operations during the absence of the EDIA.
• Maintain key files and records in connection with the EDIA's work and exercise initiative in establishing or revising files to meet current needs.
• Supply specific documents, correspondence or information from files upon request of EDIA or other authorized persons.
• Assist other school staff by clarifying status of activities usually handled by the EDIA, exercising sound judgment and discretion.
• Prepare and edit reports, correspondence, spreadsheets, presentations, records using standard office software.
• Operate office equipment, including copy and scanning machines as appropriate for contemporary corporate communications and recordkeeping.
• Arrange travel, hotel, conference and other arrangements for the EDIA as necessary, maintain itineraries while on travel status, and compute and complete statement of travel forms as required.
• Attend to the procurement of supplies, maintenance of services, etc, to see that the EDIA's office is adequately provided for in these areas.
• Prepare and record purchase orders for the IA office for budget tracking purposes.
• Maintain