Administrative Specialist to Assistant Vice Presidents

Administrative Specialist

For over 160 years, the University of Washington has been a hub for learning, innovation, problem solving and community building. Supporting this legacy and important public mission — with the goal of making the UW the world's greatest public university, as measured by positive impact — guides everything we do in University Advancement. Bringing together development; alumni and stakeholder engagement; marketing and communications;

and advancement operations, we advance the UW's impact by developing meaningful connections that foster pride, advocacy and philanthropic support.

Alumni and Stakeholder Engagement (ASE), working in collaborative partnerships with the UW Alumni Association, UW Retirement Association and the University Book Store, fulfills its mission to advance higher education in the state of Washington and to support the UW through impactful, broad-based engagement with alumni, students, retirees and friends of the University. This starts with creating a culture of belonging within our organization that values the diverse experiences and expertise of our team members, allowing everyone to thrive and to contribute their unique talents as we strive to achieve our shared goals.

ASE has an exciting opening for an Administrative Specialist to support two executive leaders. This is a full-time, permanent position.

The Administrative Specialist to the Assistant Vice Presidents provides executive-level administrative support, project management and operational coordination for the Assistant Vice President for Engagement and the Assistant Vice President for Marketing & Communication. The role supports executive scheduling, communications, meeting and event coordination, project tracking, briefing preparation and stakeholder engagement activities. The position also provides support to the Vice President of Alumni & Stakeholder Engagement and works closely with Advancement leaders, university partners, trustees, volunteers and other stakeholders.

What You Will Do

Executive Administrative Support (70%)

• Support the complex calendar and scheduling needs of two Assistant Vice Presidents, coordinating meetings and events with internal and external stakeholders. Use sound judgment to prioritize requests, resolve conflicts and proactively manage scheduling changes.
• Organize meetings and provide executive support, including logistics coordination, agenda preparation, briefing materials, meeting documentation and follow-up on action items and next steps.
• Draft and prepare correspondence, acknowledgments, reports and other communications on behalf of the AVPs.
• Conduct research, prepare executive briefing materials, assist with reporting and analysis and support planning and implementation of projects and strategic initiatives.
• Support the AVPs in managing projects, initiatives, stakeholder engagement activities, reporting efforts and operational priorities.
• Coordinate project plans, timelines, deliverables, action items and follow-up activities to support progress toward goals and deadlines.
• Assist with tracking workplans, goals and reporting metrics associated with team and departmental initiatives.
• Arrange travel and manage expense processing, administrative budget tracking, recordkeeping and financial reporting activities.
• Maintain records and support reporting, data tracking and administrative systems that help advance team goals and priorities.
• Exercise discretion when handling confidential and sensitive information and support the AVPs in managing complex and time-sensitive matters.
• Provide backup calendar and administrative support to the Vice President for Alumni and Stakeholder Engagement, as needed.

Event and Meeting Support (25%)

• Coordinate logistics for meetings and events, including scheduling, venue arrangements, catering, technology support, agendas, materials, meeting documentation and follow-up actions.
• Support ASE all-staff meetings, retreats, professional development sessions, team initiatives and other internal gatherings.
• Provide onsite support for meetings and events, including setup, troubleshooting, hybrid meeting support and logistical coordination.
• Support ASE and…