Executive Administrative Assistant, Philanthropy & Alumni Engagement

In surveying the grounds of what is now Wittenberg University, the Rev. Ezra Keller, the college's first president and founder, remarked: "This is a lovely spot for a literary institution." Today, that lovely spot encompasses more than 100 acres of rolling hills and hollows in southwestern Ohio, with architecturally distinctive structures that embrace Wittenberg's past and provide a beautiful backdrop to the teaching excellence and Lutheran‑affiliated learning environment that has defined Wittenberg University since its founding in 1845.

Nationally recognized for accessible professors, engaging classroom experiences, service opportunities, and valued athletics traditions, Wittenberg is home to 1,500 students, 60 majors, minors and special programs, three graduate programs, and 25 varsity sports.

Wittenberg is seeking an Executive Administrative Assistant for the office of Philanthropy and Alumni Engagement. This position provides direct administrative support to staff and serves as the initial point of contact for alumni and guests. This is a full‑time (working approximately 40 hours per week) non‑exempt position, reporting to the Vice President of Philanthropy and Engagement.

This position provides comprehensive administrative and operational support to the Vice President for Philanthropy and Alumni Engagement and serves as a key liaison between the VP's office and internal and external constituents. This position exercises independent judgment, manages confidential information with discretion, and coordinates or supports a broad range of administrative, financial, and event‑related functions essential to the Philanthropy and Alumni Engagement (PAE) division with key responsibilities including:

• Manage the VP's calendar, including scheduling internal and external meetings, donor visits, Board‑related appointments, and institutional commitments in coordination with the President's office and other campus partners.
• Provide daily operational briefings and updates to the VP, anticipating scheduling conflicts and flagging time‑sensitive matters.
• Screen and direct phone calls, email, and visitors; serve as the primary point of contact for individuals seeking to meet with or communicate with the VP.
• Draft, proofread, and prepare correspondence, including donor thank‑you and sympathy cards, general letters, and acknowledgments on behalf of the VP; order floral arrangements on behalf of the division, when appropriate.
• Coordinate and manage all travel arrangements for the VP, including itineraries, hotel reservations, logistics, and expense reconciliation and reimbursement.
• Prepare and distribute materials for department meetings; schedule division‑wide meetings in person and via virtually.
• Maintain organized electronic and paper files; ensure accurate recordkeeping for the VP's office and the division.
• Assist with the supervision of student workers supporting general advancement activities or special projects.

• Process and submit invoices, payment requests, and approvals to Accounts Payable; track recurring vendor invoices across both PAE and IT budget lines.
• Monitor office supply inventory; manage ordering through the university's designated vendor accounts; manage the centralized vendor directory for the division.
• Process and submit travel, mileage, and miscellaneous expense reimbursements for the VP.
• Support budget tracking for the PAE operating budget, including monitoring expenditures and coordinating with Finance staff as needed.

• Coordinate the preparation, production, and distribution of Board of Directors meeting materials and Board books for the Philanthropy and Engagement Committee; liaise with the President's Office and Senior Staff on scheduling and materials.
• As required, attend and take official minutes at Philanthropy and Alumni Engagement (PAE) Board meetings; prepare minutes for approval.
• Serve as a scheduling and logistical point of contact for Board‑related communications with the VP.

• Assist with the planning, coordination, and execution of PAE events,…