Executive Coordinator - University Advancement

Executive Coordinator - University Advancement

Seattle University

FLSA Status
:
Nonexempt

Months Per Year
: 12

Hours Per Week
: 37.5

Employment Status
:
Full-Time

Work Model
:
Hybrid Eligible*

Seattle University is one of the most innovative and progressive Jesuit and Catholic universities in the world, educating with excellence at the undergraduate, graduate, and professional levels. We embrace an intersectional framework for defining diversity in its broadest sense and strive to be a welcome, open, and safe campus climate for all who learn, live and work at Seattle University.

• Effective Team Collaboration
  :
  Works harmoniously with others towards a common goal, leveraging individual strengths to achieve shared objectives.
• Emotionally Intelligent Communication
  :
  Engages in skillful exchange of information, thoughts, and feelings, verbally and non‑verbally.
• Ethics and Integrity
  :
  Demonstrates an unwavering commitment to honesty, professionalism, and alignment with our Jesuit mission in all actions and decisions.
• Flexibility and Innovation
  :
  Embraces change, approaches problems with curiosity, adaptability, and is committed to making a positive impact.
• Mindful Inclusion
  :
  Fosters mindful inclusion by consciously creating a workplace that celebrates differences, embraces cultural humility, and empowers uniqueness.
• Outcomes‑Driven Orientation
  :
  Sets clear objectives, pursues excellence, and delivers measurable outcomes while upholding Jesuit Catholic values.

Reporting directly to the Senior Vice President for University Advancement, the Executive Coordinator provides high‑level executive assistance and operational support to ensure the smooth and effective functioning of the SVP’s office. This role manages complex scheduling and communications, prepares materials for key meetings and donor engagements, and serves as a central point of coordination for internal and external stakeholders to the office of the SVP.

In addition to executive support, the Executive Coordinator contributes to divisional operations by assisting with annual planning efforts, maintaining shared documentation and tools, and supporting select cross‑functional projects. Through careful coordination and strong administrative execution, this role helps advance University Advancement’s strategic priorities and strengthens collaboration across the division.

As a member of the University Advancement team, the Executive Coordinator supports a culture of care, teamwork, inclusion, and continuous improvement in service to Seattle University’s mission.

• Provide proactive administrative and operational support to the Senior Vice President.
• Manage complex calendars and schedule meetings with direct reports, Advancement and university leadership, campus partners, campaign counsel, donors, and other key stakeholders.
• Prepare donor and event briefs, meeting materials, presentations, talking points, and reports for internal and external audiences.
• Make travel arrangements and manage related logistics for the SVP.
• Provide general organizational support including maintaining documents in the shared UA drive and supporting annual planning activities.
• Track the SVP’s donor portfolio and Presidential prospects, inputting next steps and contact reports in Raiser’s Edge.
• Manage and track Presidential and UA participation in sponsorship events, including invoice processing, registrations, and guest lists.
• Serve as a resource for UA staff and campus partners, responding to questions, directing inquiries, and ensuring timely communication and follow‑up.

• Coordinate meeting and event logistics, including guest list development, RSVPs, and collaboration with Advancement Services to secure and reconcile guest data in the donor database.
• Support division‑wide events, retreats, and special projects, including all‑UA meetings, agenda development, and materials preparation.
• Partner with University Events, Catering, Public Safety, OIT, and other units to ensure seamless logistics and exceptional guest experiences.
• Compile agendas, briefing materials, and related…