Executive Assistant to the Vice President for Advancement

JOB SUMMARY

The Office of Advancement at Fort Valley State University is a collaborative and inclusive environment focused on securing private financial support to advance the University's mission by engaging alumni, friends, and donors through meaningful giving and engagement opportunities. The division coordinates fundraising efforts across campus, including Band and Athletics, to achieve annual fundraising goals through strong stakeholder partnerships.

Major Duties

• Interfaces with campus constituents, senior leadership, and external stakeholders, including foundation board members, donors, community partners, and volunteers
• Provides high-level administrative support to the Vice President for Advancement with strong attention to detail
• Handles confidential and sensitive information, exercising initiative, independent judgment, and discretion
• Serves as liaison to board members and prepares agendas and materials for meetings
• Captures and coordinates high-level division and external meetings involving donors and community stakeholders
• Manages the VP's calendar, schedules meetings and appointments, and maximizes time efficiency
• Captures and coordinates travel arrangements and processes reimbursements and invoices for the VP
• Plans, manages, and maintains records for special projects and submits progress reports as assigned
• Responds to sensitive inquiries and requests from internal and external constituents in a timely and confidential manner
• Prepares correspondence, including letters, memoranda, reports, and PowerPoint presentations
• Performs other related duties as assigned

Knowledge Required by the Position

• Familiarity with office administration and executive support best practices
• Ability to deliver excellent customer service, anticipate needs, collaborate across departments and build positive working relationships
• Ability to maintain confidentiality and exercise discretion in handling sensitive information
• Knowledge of or ability to quickly learn University policies, procedures, and processes
• Understanding of event planning, execution and coordination
• Strong organizational and time-management skills to prioritize multiple tasks
• Knowledge of Microsoft Office Suite and CRM systems (e.g., Blackbaud NXT)
• Excellent written and verbal communication skills
• Problem-solving skills to address scheduling conflicts and operational issues
• Ability to work independently under minimal supervision while managing complex tasks
• Ability to adapt to changing priorities and work in a fast-paced environment

Minimum Qualifications

• Bachelor's degree from an accredited university/college and at least one year of progressively responsible administrative support experience is required
• In lieu of a bachelor's degree, an equivalent combination of education and directly related experience will be considered