Executive Assistant

Who We Are
Milwaukee School of Engineering (MSOE) is an academic institution intrinsically tied to the real world - a confluence of industry knowledge, work ethic and an enduring desire to know more. The university offers Bachelor's and Master's degrees in engineering, computer science, machine learning, user experience, construction management, actuarial science, business and nursing. With about 3,000 students, faculty and staff, MSOE is large enough for big opportunities and small enough for personal attention.

A Small University Dedicated to Achieving Big Things
MSOE is a supportive environment where everyone is valued. Our method of learning by doing is our distinction: it is how we teach, how we learn and how we serve. MSOE's top priority is serving our students. By joining our community, you are building the leaders of tomorrow.

Our Mission
MSOE is the university of choice for those seeking an inclusive community of experiential learners driven to solve the complex challenges of today and tomorrow. We are united by our six values - collaboration, excellence, inclusion, innovation, integrity and stewardship - which represent the core of our campus culture. UMSOE has embarked on an ambitious strategic plan, Extraordinary Together, that propels the institution forward.

At MSOE, we are dedicated to promoting an academic environment marked by an unwavering respect for every individual.

Our Leadership
MSOE is under the leadership of Dr. Eric Baumgartner. He began his Presidency in January 2026 after having served as the Executive Vice President of Academics at MSOE since 2017.

Summary
MSOE invites applications for a full-time Executive Assistant to join our University Advancement team. The Executive Assistant will provide administrative and project management support to the VP of University Advancement as well as the VP of Marketing and Community Engagement.

Essential Job Functions

• Provide administrative support to the Vice President of University Advancement (90%):
  The responsibilities include Board of Regents and Board Committees and Corporate Board management, project management, administrative and calendar management, meeting, event and travel arrangements, and administrative tasks.
• Provide administrative support to the Vice President of Marketing and Community Engagement (10%):
  This consists of calendar management, meeting coordination, meeting & event management, processing invoices and monthly expense reconciliation.

• Project management of President's Breakfast and Dinners:
  Coordination of planned invitees, collaterals, bios of invited guests, strategies for donor cultivation, solicitations and stewardship.
• Facilitate all Univ. Advancement staff requests of the President's time at events, work with the Executive Assistant to the President.
• Interact with President's Executive Assistant to coordinate scheduling of donor visits and related events, which could include new build open house, dedications, and anniversary celebrations.
• Coordinate meeting and travel itineraries for the President and the Vice President for University Advancement with Regents, donors, and alumni while traveling on behalf of the University.
• Provides support for the President and Vice President for University Advancement in his role as liaison to the Board of Regents Nominating Committee and Development Committee. This includes working with the VP and Committee Chairs to schedule meetings, develop meeting agendas, Board nomination rosters and biographical profiles, fund-raising and other collateral materials.
• Maintain Regent term documentation records for term rotation management and notifications.
• Facilitate meeting planning & coordination of the Board of Regents Development Committee tri-annual meetings and provide collaterals.
• Assist in development of presentations, documents and reports for the Board of Regents and appropriate Board committees.
• Facilitate all events to support the Corporate Board. Manage tri-annual meeting coordination & minutes and networking/social events.
• Key event management and contact for two day meetings of the Corporate Board, Spring and Fall each year.
• Provide exceptional customer service when contacting university leadership, Board of Regents, Corporate Board, Development and Nominating Committees, and donors on behalf of the Vice President for University Advancement.
• Requires high degree of confidentiality of all aspects of the Board of Regents and the Regent Development Committee and Regent Nominating Committee, also in processing of donor personal information and gift agreements.
• Process, edit, proof and facilitate circulation of donor agreements maintaining confidentiality of donor and funding information.

• Maintain, assist and submit what are now five department budgets:
  Vice President budget, Development, Alumni Affairs & Annual Giving,…