Assistant to Executive Director

Proposed Annual Salary, Hourly Rate or One-time payment

• Assists the Executive Director with daily tasks and provides general administrative support including communication with board members, donors, alumni, community leaders and other high level stakeholders.
• Assists the Executive Director and other office Directors with on-campus scheduling logistics.
• Schedules all MUW Foundation board and committee meetings including on-campus logistics necessary paperwork, attends meetings and takes meeting minutes.
• Creation of professional documents such as correspondence, donor agreements, and other related materials.
• Cross-trains and serves as back-up for the front office administrative assistant handling tasks such as office reception, preparing purchase orders and requisitions, processing cash and check payments received in-person or by mail and issuing payment receipts. Additionally, cross-trains with the Foundation Staff Accountant.
• Responsible for record retention and maintaining official and permanent records of the MUW Foundation Board and related committees; maintains and organizes department files and documentation.
• Helps complete check requests and travel forms for the Executive Director as well as other office Directors.
• Assists in all aspects of special events, including Homecoming, Welty Gala, Scholarship Donor Appreciation Lunch, etc.
• Prepares monthly credit card and procurement card reports.
• Responsible for alumni birthday recognition including sending birthday cards, ordering gifts and other related tasks.
• Oversees donor-funded campus projects, ensuring alignment with donor intent, fiduciary responsibility and project timelines.
• Assists with training and supervision of student workers.
• Supports HR-related tasks such as onboarding and staff communications.
• Ability to work occasional evenings and/or weekends for department sponsored events.
• Performs other reasonable duties as assigned.

• Bachelor’s degree preferred, preferably in Business Administration, Communications, English, Nonprofit Management, or related field
• Minimum of 3 years of progressively responsible administrative support experience, preferably in a higher education, nonprofit, or development/alumni relations setting

• Executive Support:
  Proven experience supporting senior or executive-level leadership with professionalism and discretion, demonstrating attention to detail and expertise in managing complex calendars, travel, and sensitive communications
• Communication:
  Strong written and verbal communication skills with ability to craft professional correspondence, reports, and presentation materials and engage effectively with diverse audiences including donors, alumni, and campus leadership
• Organization & Time Management:
  Highly organized and self-motivated with the ability to prioritize tasks, manage multiple responsibilities, meet deadlines, and maintain accuracy in a fast-paced environment
• Event Coordination:
  Experience assisting with planning and coordinating logistics for meetings, events, and donor/alumni engagement activities
• Technology Proficiency:
  High level of experience with Microsoft Office Suite (Word, Excel, Outlook, PowerPoint), virtual meeting platforms (e.g., Zoom, Teams); preferred experience with CRM /donor databases (e.g., Raiser’s Edge)
• Discretion & Confidentiality:
  Proven ability to manage sensitive information with discretion and maintain a high level of professionalism and confidentiality
• Problem Solving:
  Resourceful and proactive in identifying issues and implementing solutions
• Team
  
  Collaboration:
  
  Excellent interpersonal skills and a collaborative mindset; able to work effectively with colleagues across departments

The physical demands…