Executive Assistant to Vice President University Advancement

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Job no: 494755
Work type: Administrative (Full Time)
Location: Marion, IN
Categories: Administrative/Professional, Office/Clerical

Reporting Relationship: Vice President for University Advancement

Unit: Central Administration

Department: Advancement Services-Central Administration

Summary of Position: The Executive Assistant to the Vice President for University Advancement (VPUA) serves as the primary administrative partner to the VPUA, providing high‑level support, coordination, and operational leadership across the Advancement division. This role requires exceptional judgment, professionalism, and organizational excellence, representing the VPUA with integrity in all interactions.

• Executive Support & Office Leadership
  • Serve as the primary administrative and strategic partner to the VPUA, managing priorities, communications, and confidential initiatives
  • Oversee the VPUA’s complex calendar and inbox, ensuring timely follow‑up and preparation for all engagements
  • Coordinate travel arrangements, itineraries, briefing materials, gifts, and post‑visit contact reports for the VPUA’s donor visits and Advancement‑related travel
  • Provide high‑impact hospitality to donors, trustees, visitors, and special guests on behalf of the VPUA
  • Manage weekly executive rhythms, including one‑on‑one meetings, agenda preparation, reminders, and stewardship tasks
  • Support Advancement team culture through professional development coordination and regular communications
• Operational & Strategic Coordination
  • Serve as a primary liaison between the VPUA/Advancement staff and the President’s Office, Cabinet leaders, consultants, and external partners
  • Organize all logistics and scheduling for the Advancement Committee of the Board of Trustees, including meeting preparation, communication with committee members, and reports from Advancement leadership
  • Assist the President’s Office with institutional and special events as requested, including coordinating availability and responsibilities with all Advancement staff
  • Oversee budget processes for the VPUA’s office, including invoice processing, contract tracking, credit card reconciliation, cash advances, reimbursements, and financial documentation
  • Coordinate agendas, materials, and minutes for meetings involving the VPUA and Advancement leadership, including tracking subsequent action items and follow‑up
  • Maintain accurate Advancement organizational resources including org charts, personnel documents, distribution lists, and internal directories
• Communications & Campaign/Fundraising Support
  • Draft, edit, and/or proofread high‑level correspondence on behalf of the VPUA. This will include material produced by Advancement Leadership and/or Marketing
  • Manage communication flow among Advancement leadership, external consultants, campus partners, and campaign committees to support campaign readiness and execution
  • Provide oversight for planning and logistics associated with high‑level Advancement events, including, but not limited to, naming ceremonies and campaign events
  • Maintain campaign documentation systems, timelines, and progress reports to support leadership decision‑making

According to Indiana Wesleyan University employment policy all employees must possess a strong Christian commitment and adhere to the standards outlined in the IWU Community Lifestyle Statement.

• Bachelor's degree required

• A minimum of five (5) years of high‑level administrative or project management experience, preferably supporting senior executives or working within advancement, nonprofit, or higher education environments
• Experience supporting complex projects or fundraising campaigns preferred

• Exceptional professionalism, discretion, and confidentiality
• Strong organizational…