Administrative Skills, Audiovisual, Billing, Budgeting, Calendar Management, Campaigns, Catering Services, Communication Skills, Credit Cards, Database Administration, Detail Oriented, Donor Development, Donor Relations, Establish Priorities, Executive Assistant Skills , Expense Reports, Fundraising, Higher Education, Leadership, Meeting Minutes, Microsoft Excel, Microsoft Office, Microsoft PowerPoint, Microsoft Word, Multitasking, Organizational Skills, Presentation/Verbal Skills, Problem Solving Skills, Process Management, Project Tracking, Project/Program Management, Reconciliation, Reimbursement, Time Management, Travel Planning, Writing Skills
Executive Assistant to the Vice President, University Advancement
Department: University Advancement
Reports to: VP of University Advancement
Location: O'Rourke Hall
The University of St. Thomas (www.stthom.edu), a private Catholic university committed to the liberal arts and to the religious and intellectual tradition of Catholic higher education, is seeking an Executive Assistant to the VPUA. The purpose of this position is to provide administrative support to the Vice President for University Advancement (VPUA) as well as provide administrative support to the department.
Essential Duties and Responsibilities Specific Duties
- Responsible for all duties related to the support of the VPUA.
- Maintain VPUA calendar and follow-up on details of meetings.
- Communicate and schedule appointments with high-level individuals (board members, donors and prospective donors) for VPUA
- Maintain positive relations and interactions with key offices, including, faculty, volunteers and donors as well as UST executive leadership.
- Prepare all VPUA communications, letters and written materials.
- Anticipate needs for high level meetings including catering, room reservations, IT and A/V, materials, and/or gifts.
- Schedule and organize activities such as internal/external meetings, departmental meetings and retreats.
- Serve as liaison with senior management team members and other direct reports in support of VPUA.
- Provide project management oversight and execution for ongoing and ad-hoc fundraising projects.
- Provide support to Development Committee, Councils (and other Campaign Committees) as needed by coordinating and scheduling of meetings, development of materials to distribute at meetings and preparation of meeting minutes.
- Maintain Slate database with VPUA's contact reports and action items related to donor activity.
- Assist in preparation for VPUA's presentations, both on and off campus.
- Provide VPUA support in monitoring progress of campaign and annual activities and progress toward targets.
- Process travel arrangements related to the VPUA's activities.
- Work with Budget Coordinator to process cash expense report reimbursement and credit card reconciliation, invoices for payment / fund transfer requests.
- Maintain reservations for University Advancement Conference room(s).
- Assist in defining and managing the infrastructure and systems required to support the growth and development of the Office of Advancement, resources needed to accomplish all job duties, as well as the needs of department overall.
- Provide assistance with special projects as assigned by VPIA
Qualifications and Requirements
- Bachelor's degree preferred. 5+ years of administrative support and/or advancement experience.
- Advanced skills in Microsoft Office Suite; Word, Excel, and PowerPoint.
- Ability to work with minimal supervision.
- Ability to take initiative and problem solve. Strong verbal and written communication skills.
- Excellent organizational skills, self-directed and motivated.
- Ability to handle highly sensitive, confidential and non-routine information. Must maintain strict confidentiality.
- Exceptional attention to detail. Effective time management skills with an ability to manage multiple tasks and competing priorities.
- Ability to display a consistent, professional degree of communication.
- Ability to work well under pressure, adapt to unexpected events, prioritize and multi-task.
- Ability to establish and maintain effective relationships with all levels of management and employees, including Board members, donors, volunteers, etc.
- Must know how to deal with a variety of individuals in person and over the telephone.
- Ability to solve problems and make decisions.
- Highest degree of integrity, professionalism, diplomacy and discretion required.
The above statements are intended to describe the general nature of work performed by individuals in this job classification. They are not intended to be construed as an exhaustive list of all responsibilities, duties, and qualifications required of individuals in this job classification. All job classifications may have miscellaneous job duties assigned on an as needed basis. The University retains the right to assign and change the duties of this position at any time.
This is a Full Time - benefit eligible position. To apply please send a resume, a cover letter and salary requirements to the email below. Please note incomplete applications will not be considered.
The University of St. Thomas is committed to the religious, ethical, and intellectual traditions of Catholic higher education. As permitted by law, practicing Catholics who will advance the mission of the school are preferred for this position. However, the University invites all qualified applicants to apply.