Senior Administrative Assistant, Major Gifts

About the role

The Senior Administrative Assistant supports the Vice President of Philanthropy and Alumni Engagement at Embry-Riddle Aeronautical University, providing administrative and operational support to enhance major and principal gift fundraising activities.

Responsibilities

• Provide dedicated administrative support to the Vice President, including calendar management, travel coordination, correspondence, and project support.
• Prepare briefing materials, reports, presentations, internal documentation, and leadership communications related to major and principal gift activity.
• Support frontline fundraising staff with administrative functions such as travel arrangements, expense reporting, meeting logistics, and donor follow-up activities.
• Coverage and support for traveling fundraisers to ensure continuity of donor engagement and timely response to stakeholder needs.
• Organize and coordinate donor visits, including scheduling, campus itineraries, stakeholder participation, and event logistics.
• Prepare and manage donor correspondence, engagement materials, briefing packets, and related documentation.
• Collaborate with university partners to deliver a seamless and professional donor experience.
• Plan and facilitate Frontline Fundraiser (FLF) and Principal Gifts meetings, including scheduling, agenda preparation, logistics, meeting documentation, and follow-up activities.
• Track action items and outcomes from meetings to support fundraising priorities and donor engagement strategies.
• Organize and maintain records and documentation associated with major and principal gift activities.
• Provide support for special projects, events, and other duties as assigned.

Requirements

• Associate's or bachelor's degree in business, communications, or a related field.
• Five or more years of administrative or operational support experience, preferably within higher education, advancement, philanthropy, or another complex organizational environment.
• Strong organizational, time management, and multitasking skills with the ability to manage competing priorities.
• Excellent written, verbal, and interpersonal communication skills.
• Proficiency with Microsoft Office Suite and standard administrative technologies.
• Demonstrated ability to handle confidential and sensitive information with discretion and professionalism.