Executive Assistant, Vice President, Principal, International and Foundation ; VP-PIF

Position: Executive Assistant, Vice President, Principal, International and Foundation Advancement (VP-PIF)
Boston University Advancement

With a team of over 260 employees, Boston University's Advancement division plays a vital role in fostering connections between the University and its community of supporters, including alumni, donors, parents, and friends, to elevate the University's academic and research initiatives. We harness the power of philanthropy and engagement to make an excellent education accessible and welcoming to all, and to advance BU's global leadership in research, scholarship, the arts, and professional practice.

To support our work, we have built and are continuing to build an outstanding team of dynamic, mission-driven advancement professionals who constantly strive to create an environment where everyone belongs.

Boston University Advancement has prioritized staff development and growth, recognizing that a skilled and motivated team is essential to its success. Through ongoing professional development opportunities, tailored training, mentorship programs, and a collaborative work environment, we foster continuous learning and career progression for our staff. This commitment to nurturing talent not only enhances our effectiveness but also ensures sustainable, long-term relationships that benefit the entire Boston University community.

Office of VP Principal Gifts, International and Foundation Relations works closely with the Senior Vice President and the President to develop and execute strategy for the University's top donors making gifts of 5M+. Made up of three teams comprising over 20 staff, the work builds upon the momentum of a new, dynamic University President who is focused on securing impactful gifts to advance Boston University's growing reputation on the global stage as a R1, internationally diverse university.

The VP-PIF works in close collaboration and partnership with the office of the president, provost, deans and other senior fundraisers and university officers around prospect strategy and moves management. This department also oversees events, communications and day to day operations involving these top donors. A central priority of the new SVPs vision is for 60% of philanthropic contributions to Boston University come from individuals and foundations with principal gift ($5M+) capacity.

Executive Assistant

A key member of the Advancement team, the Executive Assistant, is responsible for supporting the Vice President Principal, International and Foundation Advancement (VP-PIF), with a secondary role in managing operations and coordinating strategic initiatives for the Senior Vice President, Advancement (SVP). This position acts as the first line representative and liaison to all internal and external constituencies on behalf of the VP-PIF and has frequent contact with the offices of the President, deans, other University administrators, trustees, alumni, parents and friends of the University.

The Executive Assistant serves as an active member of the Advancement team by joining the VP-PIF and others to support the team to develop strategy for seven-figure principal gift prospects.

BU Advancement offers a hybrid work schedule. For this role, the days in the office are 9:00 am 5:00 pm Tuesday, Wednesday and Thursday with Mondays and Fridays remote. This may be subject to change, depending on business needs and the schedules of the VP and SVP. There are also times the EA will stay beyond 5:00 pm, such as for events or deadline-oriented projects.

Summary:

Provide primary support to the VP-PIF with secondary support to the SVP, acting as a secondary point of contact and assisting with calendar management, communications, and operational tasks. Contributes to the effective functioning of the Advancement office, supporting both internal and external constituents.

Essential Functions:

Administrative support

* Serve as a primary point of contact for the VP-PIF, handling communications and inquiries from university administrators, trustees, donors, and staff as appropriate.

* Serve as a secondary point of contact for the SVPs office, handling communications and inquiries from university administrators, trustees, donors, and staff as appropriate.

* Maintain regular communication and coordinate logistics with the Presidents Office to support the VP-PIFs & SVPs engagements and initiatives.

* Provide primary support to the VP-PIF and secondary support to the SVP in administrative tasks and coordination efforts to promote continuity across the division.

Meetings, Events and Calendar Management

* Coordinate meetings, manage calendars, and support scheduling logistics for the VP-PIF and direct reports and as needed for SVP.

* Assist with the preparation and distribution of reports, correspondence, presentations, and briefing materials.

* Maintain and update prospect and donor information and assist team members in accessing and interpreting data.

* Manage meetings and events, including invitations, agendas, catering and other logistics

Operations and Database Support

* Assist with travel planning, expense…