Executive Administrative Assistant, Philanthropy & Alumni Engagement

Job Description:

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:

Executive and Administrative Support

• 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

Financial and Budget Administration

• 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

Board and Governance Support

• 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

Event Coordination and Logistics

• Assist with the planning, coordination, and execution of PAE events, including Homecoming, Commencement, donor events, and other divisional programming, as appropriate
• Create name tags and registration lists for presidential events, regional events, and major campus gatherings organized by PAE
• Reserve and coordinate event spaces through the university's 25
  
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• Assist the Director of Stewardship and Donor Relations in the preparation of donor packages, materials, and promotional items for events and campus visits, as well as donation baskets and other items for approved community event requests
• Assist with the coordination of representation for presidential inaugurations at peer institutions, including identifying delegates, arranging logistics, and ordering

Data, Communications, and Constituent Relations

• Perform data entry of event attendance and other constituent information in Salesforce; assist with periodic data cleanup projects when needed
• Manage or assist with mail merges for special mailings, name tags, endowment reports, and similar projects
• Coordinate updates to departmental email lists and listservs via IT work tickets
• Maintain staff phone and birthday lists; support internal communications and divisional calendar coordination
• Write and send acknowledgment letters or cards and other donor recognition correspondence, as appropriate and in coordination with the director of stewardship
• Order and manage stationery inventory, including notecards, envelopes, letterhead, and special print items through University Communications

Office and Facilities Management

• Serve as building ambassador for the Bayley Alumni House; submit facilities work tickets for building maintenance and repairs
• Manage copy…