Executive Assistant to the Office of the Vice President for University Advancement

Executive Assistant to the Office of the Vice President for University Advancement

Salary

Depends on Qualifications

Location

Main Campus (BG), OH

Job Type

Full-Time

Job Number

BGSU01726

Division

V P University Advancement

Department

V P University Advancement

Opening Date

06/24/2026

Closing Date

Continuous

Pay Grade

355

• Description
• Benefits

Summary

The Executive Assistant to the Office of the Vice President for University Advancement provides high-level executive, administrative and operational support to the Vice President and assists with support for the Executive Director for Campaigns and Donor Relations and the Director of Advancement Communications, Events, Leadership and Board Engagement. This position plays a critical role in ensuring the Vice President is prepared, organized and well supported in daily responsibilities, meetings, events, donor interactions and University priorities. The Executive Assistant must be highly detail-oriented, exercise strong critical thinking, maintain confidentiality, communicate clearly and professionally, and anticipate needs in a fast-paced executive environment. The position reports to the Director of Advancement Communications, Events, Leadership, and Board Engagement.

Essential Functions

Executive Support

• Provide direct executive-level support to the Vice President for University Advancement, with a strong focus on complex calendar management, travel planning, expense reconciliation and meeting preparation.
• Manage and prioritize the Vice President's calendar using sound judgment, critical thinking and an understanding of University, donor and leadership priorities.
• Prepare agendas, briefing materials, itineraries, presentations, correspondence and follow-up items, ensuring they reflect the professionalism of the Office of the Vice President and University Advancement.
• Track meeting notes, next steps and action items related to donor, campaign, board, University leadership and internal Advancement priorities to ensure timely follow-up and completion.
• Coordinate with Advancement staff to gather donor, prospect and constituent information needed for meetings, briefings and follow-up.

Operational Logistics

• Coordinate details for meetings, events, donor visits and in-person, virtual or hybrid gatherings.
• Schedule rooms, prepare Zoom or virtual meeting links, manage setup and confirm technology, hospitality and material needs.
• Support the daily operations of the Office of the Vice President, including supplies, purchasing needs, office processes and coordination of resources.
• Proactively identify needs, potential challenges and preparation gaps before they affect meetings, events or office operations.

Support for Advancement Leadership

• Provide administrative and operational support for the Executive Director for Campaigns and Donor Relations and the Director of Advancement Communications, Events, Leadership and Board Engagement.
• Assist with scheduling, meeting preparation, presentations, agendas, project tracking, expense reconciliation, administrative needs and follow-up.
• Support work related to campaign activity, donor relations, events, leadership engagement and Advancement priorities.

Communication Support

• Compose, proofread and edit emails, correspondence, presentations, reports, meeting materials and other documents on behalf of Advancement leadership.
• Communicate professionally with University leaders, donors, alumni, board members, staff and external partners.
• Use discretion, accuracy and strong judgment when preparing or sharing sensitive or confidential information.

Administrative Coordination and Special Projects

• Support consistent administrative processes, records management and internal coordination across University Advancement.
• Maintain organized files, materials and documentation to support executive and divisional operations.
• Coordinate confidential and high-priority special projects requiring discretion, follow-through and attention to detail.

Other duties as assigned

Minimum Qualifications

The following Degree is required:

• Bachelor's degree required

The following Degree is preferred:

• Bachelor's degree in English, Communications, Business, or related discipline

The following Experience is required:

• 3 years providing administrative support for a business executive, including calendar scheduling, document preparation, and/or budget management or related experience

Additional Information

Knowledge, Skills, and Abilities:

• Strong critical thinking skills, with the ability to anticipate needs, solve problems and make sound decisions.
• Exceptional calendar management, organization and attention to detail
• Excellent written and verbal communication skills, including email composition, proofreading and presentation preparation
• Ability to manage multiple priorities, deadlines and operational logistics in a fast- paced environment
• Professional judgment, discretion and commitment to confidentiality
• Strong interpersonal skills and ability to work effectively with University leaders, donors, alumni, staff and external partners
• Proficiency with Microsoft Office Suite and ability to learn University systems, databases, and technology platforms

Application Deadline

The search committee will review applications until the position is filled; however, for best consideration, applications should be provided by July 8, 2026.

Required Application Materials & Evaluation

• Experience must be fully documented on the official application.
• The application will be used to evaluate if candidates meet the minimum requirements for the position and for consideration when determining starting pay rate.
• Experience requirements are inclusive of relevant professional experience, or experience attained through relevant internships, co-ops, student employment positions, or graduate assistantships.

Uploads

• Required: Resume (for supplemental information only)
• Optional: Cover Letter

Essential Requirement: Work Authorization

BGSU does not offer H-1B or other work authorization visa sponsorship for this position. Candidates must be legally authorized to work in the United States at the time of hire and maintain work authorization throughout the employment term.

Bowling Green State University is an equal opportunity employer. The University is committed to maintaining an employment and educational environment that is free from unlawful discrimination, harassment, and retaliation. The University prohibits discrimination and harassment on the basis of protected class: age (40 years of age or older), ancestry, color, disability, ethnicity, familial status, gender, gender identity and expression, genetic information, HIV/AIDS status, marital status, military status, national origin, political affiliation, pregnancy, race, religion, sex, sexual orientation, protected veteran status, or any other legally protected characteristic.

EEOC Know Your Rights

OCRC Know Your Rights

In compliance with the ADA Amendments Act (ADAAA), if you have a disability and would like to request an accommodation in order to apply for a position with Bowling Green State University, please call 419-372-8421 or email ohr@bgsu.edu.

BGSU is an E-Verify employer. If hired into this position, you will be required to provide satisfactory proof of employment eligibility by providing acceptable, original forms of identification for employment verification via the Federal I-9 employment verification process. A list of acceptable documents can be seen here: https://www.uscis.gov/i-9-central/form-i-9-acceptable-documents

Benefits

Bowling Green State University provides a comprehensive benefit program as part of a total compensation package. This includes medical, prescription, dental, vision, health accounts (medical & dependent), life & disability insurance, retirement plans, employee assistance program and tuition fee waivers for employees and their eligible dependents as well as paid time off, flexible work options, holidays and parental leave. For more information, please visit Benefits-at-a-Glance.

Employer Bowling Green State University

Address 1851 N Research Drive

Huntington Building

Bowling Green, Ohio, 43403

Phone (419) 372-8421 Human Resources

(419) 372-2865 Student Employment

Website https://www.bgsu.edu/human-resources/careers.html