Executive Assistant to Vice President of University Advancement

Overview

Ensures the smooth functioning of the Office of the Vice President through high level, confidential assistance with all administrative functions within the Vice President’s office and across the Division of University Advancement. Represents the office of the Vice President with professionalism, developing and enhancing collaborative relationships and close communication with all Executive offices (EC and Deans) as well as other offices across all three campuses.

Organizes and executes, or monitors and, in some cases, initiates, reports on a wide range of plans, programs, projects, and activities directed by the VP or related to the Division departments for which the VP is responsible. Frequently acts proactively to achieve goals or tasks as a project manager.

• Communication & Correspondence – Writes, edits and processes a wide variety of written communications, including correspondence and reports, minutes (often confidential) for the VP. Uses Microsoft Office Suite (Word, Excel, PowerPoint) to produce documents and reports that go to the Board of Regents and the Advancement Committee. Composes letters to regents, council members and 7-figure donors for the VP’s and University President's signature.
  
  Works within Raisers Edge on letters to donors. Consults and delegates to Department Heads and others as needed. Researches, organizes, and prepares information for projects, plans, reports, etc. Requires a high degree of knowledge and efficiency, excellent technical and written language skills, superior judgment and accuracy due to wide scope, high volume, and fast pace.
• Management of Office of the Vice President – Answers and responds to a high volume of telephone calls, emails, and Teams messages for the Vice President. Authorized to delegate to Department Heads and others as appropriate. Manages the Vice President’s calendar, establishes priorities and schedules appointments, meetings, etc. Maintains the filing system for the Vice President’s area. Suggests and implements improvements to systems and procedures to support the VP’s office.
• Meeting Planning/Logistics – Prepare documents and information, coordinate internal and Board and external meetings and events, and arrange facilities, parking, catering, and invitations for the Vice President, VIPs and the Division. Coordinates all details of 1-1 dinners with VP and President for donor cultivation and engagement. Requires excellent organizational skills.
• Procurement & Budget Management – In collaboration with the Assistant VP for Strategy & Administration, manages expenses within the budget. Serves as primary buyer for VP budgetary indexes in Unimarket, supports contract review process, submits charges, expense vouchers and check requisitions for reimbursement, reconciles credit card statements, orders supplies and catering for the VP’s office. Delegated to handle standard budget requests and other routine administrative matters.
  
  Coordinates with departments on Division charges and costs.
• Travel Arrangements – Makes detailed travel arrangements for the supervisor, compiling documents for travel-related meetings. Plans, coordinates and executes all pre-travel preparation. Requires high efficiency and ability to work under pressure.

• BA required. Experience may substitute for a degree if the applicant has at least 5 years of high-level, comprehensive knowledge of University, Advancement departments, and Executive office protocol, operations, and technology.
• A valid driver’s license and access to a reliable vehicle for support at off-site and evening events.

• Licenses and Certificates:
  Certification in Project Management is desired.

$56,000 to $77,000

Exempt

General Office Environment

Please note:

this position is an in person / on site role.

Full Time Benefits

Life today is complex. That’s why Seton Hall University offers a comprehensive package of benefits and programs to help you simplify and enrich your life. These benefits are important elements of your total university…