Executive Assistant to the CFO of WMF/AVP of Advancement Services & Innovation

Job Requisition:

JR102070 Executive Assistant to the CFO of WMF/AVP of Advancement Services & Innovation (Open)

Job Posting Title:

Executive Assistant to the CFO of WMF/AVP of Advancement Services & Innovation

Department:

CC00830 WM001 | WMCU | Investment Administration Office

Job Family:

Staff - Program Management

Worker Sub-Type:

Regular (benefited)

Job Requisition Primary Location:

Discovery 1

Primary Job Posting Location:

Posting Location - William & Mary

Job Description Summary:

University Advancement creates the conditions for opportunity - human, financial, & experiential - by garnering and stewarding the resources that advance William & Mary.

William & Mary Foundation advances the university's highest aspirations by securing private support, guiding a multi-asset investment portfolio and offering strategic leadership. In this work, we propel the university toward national preeminence and help shape a future worthy of its history.

Consistent with the university's shared services agreement with the William & Mary Foundation (WMF), this position is assigned 50% effort to support WMF with the responsibilities outlined below.

The Executive Assistant to the Chief Financial Officer and Associate Vice President for Advancement Services & Innovation (AS&I) is the senior administrative professional supporting a dual-hatted executive with enterprise-wide responsibilities spanning foundation financial operations, governance, real estate, compliance, advancement services business services & operations, and organizational strategy.

This role serves as a trusted strategic partner, providing high-level administrative, financial, and operational coordination that enables the CFO/AVP to focus on leadership, strategy, stewardship, and institutional priorities. The Executive Assistant manages complex calendars and travel, supports Foundation board and committee activity, coordinates across Advancement and Foundation teams, and ensures the smooth execution of executive-level operations with discretion, accuracy, and professionalism.

The position interacts regularly with senior university leadership, Foundation board members, external partners, auditors, investment managers, and University Advancement leadership. Assisting the CFO in his broad responsibilities in support of the Foundations full corporate structure, including the 1693 Management Company LLC, Murray Scholars Foundation, W&M Real Estate Foundation, W&M Athletics Foundation, Innovations Foundation, and Foundation Services LLC. The Executive Assistant also acts as the administrative hub for the larger Advancement Services & Innovation team, which includes Gift & Records Administration, Prospect Management & Research, Advancement Information Services, Talent Engagement, and Advancement Operations.

The Executive Assistant will help foster a culture of belonging that provides opportunity for all people and perspectives. This is a hybrid position based in Williamsburg, VA, that offers a flexible work environment.

This position is classified as operational, meaning it is salaried and eligible for overtime (non-exempt). For benefits and leave purposes, this role falls under the "Operational" classification.

Learn more about University Advancement and view the full position description for this job on the University Advancement recruitment website: https://advancement.wm.edu/come-work-with-us/open-positions/index.php.

Job Description:

For full consideration, submit application materials by the review date, October 5, 2026. Applications received after the review date will be considered if needed. A resume and cover letter are required for this position.

Salary: $65,000 to $75,000, commensurate with experience and internal alignment.

Required Qualifications:

• Bachelor's degree or equivalent combination of education, training, and experience.
• Significant senior-level executive administrative experience. (typically 10+ years)
• Demonstrated experience managing complex calendars, travel, meetings, and executive communications. (typically 10+ years)
• Experience with financial or budgetary administrative support. (invoices, reimbursements, reconciliation)
• Exceptional organizational, time-management, and problem-solving skills.
• Strong written and verbal communication skills with meticulous attention to detail.
• Proven ability to handle confidential information with discretion and sound judgment.
• Advanced proficiency in Microsoft Office (Outlook, Word, Excel, PowerPoint) and related systems.
• Ability to work independently, manage competing priorities, and collaborate across teams.

Preferred Qualifications:

• Experience in higher education, foundations, or complex nonprofit organizations.
• Familiarity with board governance processes and executive-level reporting.
• Experience with financial systems, procurement platforms, or CRM environments (e.g., Workday, Blackbaud, SalesForce).
• Significant senior-level executive administrative experience supporting C-suite or equivalent leadership.
• Knowledge of Commonwealth of Virginia or public university policies and procedures.
• Certification as an administrative professional (CAP, PACE, or similar).

Conditions of Employment:

• This is a non-exempt position, eligible to receive overtime in accordance with the Fair Labor Standards Act.
• This position may be subject to overtime during high peak times, etc. as directed and approved by the supervisor.

Job Duties:

30% - Executive & Strategic Administrative Support:

• Ensure the smooth and efficient operation of the CFO/AVP's office, anticipating needs and proactively managing priorities.
• Serve as a primary point of contact for internal and external stakeholders, exercising judgment, diplomacy, and confidentiality.
• Draft, edit, and format executive correspondence, briefings, presentations, and reports.
• Assemble, organize, and report information to facilitate decisions by the CFO/AVP through research and collaboration with key stakeholders.
• Track follow-ups, action items, and deadlines across multiple initiatives and governance bodies.
• Support special projects, strategic initiatives, and cross-functional work led by the CFO/AVP.

25% - Calendar, Meeting & Board Coordination:

• Manage a highly complex executive calendar across Foundation, university, and Advancement commitments.
• Coordinate meetings with senior leadership, board members, auditors, investment partners, consultants, and Advancement leaders.
• Prepare agendas, briefing materials, and presentations, coordinate logistics, rooms, catering, and technology.
• Support Foundation and related board and committee meetings, including preparation of materials, meeting logistics, and follow-up documentation.
• Attend meetings as appropriate, capture notes and track action items.

15% - Financial, Budget & Expense Administration:

• Provide administrative support for Foundation and AS&I budget processes, including expense tracking and reporting.
• Prepare and reconcile expense reports, invoices, reimbursements, and purchasing requests for the CFO/AVP and act as the procurement lead for all areas of AS&I.
• Coordinate with Foundation Accounting, University Finance, Procurement, and external vendors as needed.
• Assist with preparation of budget summaries, forecasts, and executive-level financial materials.

15% - Travel & Logistics Management:

• Manage all executive travel planning, including complex multi-day itineraries and advance scheduling.
• Coordinate with the President's Office, University Advancement, and Foundation partners for joint travel and events.
• Prepare and submit travel authorizations and reimbursements and track related documentation for CFO/AVP travel and act as the administrative travel lead for all of AS&I.

12% - Information, Records & Workflow Management:

• Maintain organized and secure electronic and physical filing systems for executive, financial, and governance records.
• Manage confidential and sensitive information with the highest level of discretion.
• Coordinate workflows across the Foundation and Advancement Services & Innovation units to ensure continuity and responsiveness.

3% - Front Desk Supervisor Coverage and Collaboration:

• Serve as secondary back up to the Front Desk Supervisor for Discovery I.
• Maintaining the highest standards of professionalism and customer service for the office in our interactions with our constituents and support for senior leadership and all office functions, including business operations, staff engagement, executive administrative support and emergency response management.
• Assist with identifying and scheduling coverage with other members of the administrative support team when unable to serve in this capacity.

Additional Job Description:

Job Profile:

JP0292 - General Administrative Supervisor I/Coordinator I - Nonexempt - Salary - S09

Qualifications:

Compensation Grade:

S09

Recruiting Start Date:

2026-09-14

Position Restrictions:

Continuing E&G funded position and not term-limited

EEO is the Law. Applicants can learn more about William & Mary's status as an equal opportunity employer by viewing the "Know Your Rights" poster published by the U.S. Equal Employment Opportunity Commission. https://www.eeoc.gov/know-your-rights-workplace-discrimination-illegal

Background Check: William & Mary is committed to providing a safe campus community. W&M conducts background investigations for applicants being considered for employment. Background investigations include reference checks, a criminal history record check, and when appropriate, a financial (credit) report or driving history check.

Applicant Notice: By applying for this position, you consent to William & Mary's use, review, and retention of your application materials for recruitment and employment purposes. Materials may be shared with authorized individuals participating in the hiring process and will be managed in accordance with applicable laws and university policies.

Probationary Period Notice: Individuals selected for full-time staff positions will be required to complete a twelve (12) month probationary period in accordance with university policy.

Remote Work Disclaimer: Remote work eligibility is not guaranteed and is subject to approval. Employee eligibility depends on the likelihood of the employee succeeding in a remote work arrangement and the supervisor's ability to manage remote workers. Departments and/or Human Resources may amend, alter, change, delete, or modify eligibility.