Executive Assistant for the Vice President of Institutional Advancement

Executive Assistant for the Vice President of Institutional Advancement The Executive Assistant for the Vice President of Institutional Advancement provides high-level administrative, operational, and technical support to the Vice President of Institutional Advancement and tangential support to the Foundation Board. This role serves as the central coordinator for executive logistics, financial administration, board governance, and specialized advancement software. The successful candidate will manage sensitive data with strict confidentiality and ensure seamless day-to-day operations across multiple foundations. Major Duties & Responsibilities Executive Support (40%) Manage complex executive calendars, schedule high-level constituent meetings, and prepare comprehensive briefing materials. Draft, edit, and proofread high-visibility correspondence, presentations, and reports with a high degree of accuracy. Acquire a deep understanding of institutional and operational priorities to serve as a trusted proxy for the Vice President; attend select internal and committee meetings on their behalf to gather insights, share updates, and maintain operational continuity. Monitor action items, follow up with responsible parties, and maintain tracking systems for deliverables and approvals. Coordinate Educational and Real Estate Foundation board and committee meetings, managing logistics, notices, agendas, and official minutes. Administer workflows, user permissions, and digital board books within BoardEffect. Advancement Data & Technology Administration (30%) Maintain constituent and gift records in Blackbaud Raiser's EdgeNXT, ensuring data integrity through regular record clean-up and deduplication. Promptly process and document charitable contributions across giving channels in compliance with established financial controls and fund restrictions. Manage the donor acknowledgment process, generating personalized, and IRS-compliant letters. Configure and manage GiveSmart platforms for fundraising events, overseeing registration, mobile bidding, and event-day technical troubleshooting. Generate accurate lists, reports, queries, and campaign dashboards to support fundraising strategies and college/Foundation reporting needs. Procurement & Financial Administration (15%) Process institutional purchases and requisitions through the eVA procurement system in alignment with Commonwealth regulations. Coordinate purchases outside eVA according to Foundation policies, donor restrictions, and internal controls. Correctly distinguish and route expenses between state funds and separate Educational/Real Estate Foundation entities. Administer purchasing card activity, process travel reimbursements, and monitor assigned budget variances. Reporting & Process Improvement (15%) Document operational procedures, identify workflow gaps, and build data trackers. Maintain secure electronic filing systems adhering to records-retention requirements, and cross-train staff on advancement software. Coordinate institutional advancement work requests for marketing, website updates, and newsletter submissions. Special Assignments - May be required to perform other duties as assigned. May be required to assist the agency or state government generally in the event of an emergency declaration by the Governor. KSA's/Required Qualifications - Demonstrated success providing executive-level support, preferably within higher education, philanthropy, or nonprofit sectors. Strong expertise in Microsoft 365 and experience administering specialized databases (e.g., Raiser's EdgeNXT, GiveSmart, or BoardEffect). Knowledge of basic purchasing, accounts payable, and budget tracking under compliance controls. Exceptional written and interpersonal communication skills, with a proven ability to handle sensitive donor and financial information with complete confidentiality. Commitment to providing courteous, inclusive, and respectful service to internal and external stakeholders of diverse backgrounds. Additional Considerations - Experience supporting academic programs, student services, or fundraising preferably within higher education or nonprofit settings. Familiarity with higher education administrative and/or fundraising processes. Experience with Virginia's eVA purchasing system and/or with fundraising technology, particularly Blackbaud's Raiser's Edge. Virginia's Community Colleges