Executive Assistant
Meharry Medical College
The Executive Assistant to the Senior Vice President for Institutional Advancement provides high-level, complex, and confidential administrative and operational support to the Senior Vice President and the Division of Institutional Advancement. This role serves as a central coordinating point for advancement operations, supporting fundraising, donor engagement, and strategic initiatives.
Essential Functions (Principal Duties and Job Responsibilities):- Provide comprehensive administrative support including calendar management, meeting coordination, and correspondence.
- Draft, edit, and proofread reports, presentations, and communications.
- Prepare agendas, briefing materials, and meeting summaries.
- Manage records, contracts, and agreements.
- Schedule and coordinate monthly team meetings, including preparing presentations and materials.
- Coordinate bi-weekly departmental leadership meetings, including agenda development, materials preparation, and follow-up.
- Coordinate travel arrangements and reimbursements.
- Coordinate fundraising, donor engagement, and advancement initiatives.
- Provide campaign assistance, including support for comprehensive and capital campaigns.
- Schedule donor meetings, campus visits, and events.
- Prepare donor briefing materials and track follow-ups.
- Support execution of advancement events, including occasional evening and weekend work.
- Collaborate with internal departments and external partners.
- Provide excellent customer service to donors and stakeholders.
- Manage cross-functional projects and timelines.
- Improve workflows and operational efficiency.
- Assist with budgeting and financial tracking; support management of a $3.5M budget.
- Prepare financial reports and materials for leadership.
- Prepare executive-level presentations, including materials for budget hearings.
- Process purchase requisitions, vendor contracts, and payments using Workday.
- Manage departmental purchasing processes.
- Coordinate new vendor setup and onboarding for the department.
- Ensure compliance with institutional and financial policies.
- Utilize Raiser's Edge for donor and gift tracking.
- Ensure data accuracy and reporting support.
- Proficient in Workday (requisitions, purchasing, vendor management, and financial processing).
- Working knowledge of executive-level administrative support functions
- Knowledge of office operations and business processes.
- Basic knowledge of budgeting and financial tracking.
- Knowledge of procurement processes.
- Familiarity with standard office systems.
- Strong organizational and time-management skills.
- Effective communication skills.
- Proficiency in Microsoft Office Suite.
- Attention to detail.
- Problem-solving skills.
- Maintain confidentiality.
- Work independently and collaboratively.
- Adapt to changing priorities.
- Build effective internal & external relationships
- Bachelor's degree preferred or equivalent experience.
- Minimum 5+ years of relevant experience.
Vacancy posted 1 day ago
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