Executive Administrative Assistant

Executive Administrative Assistant

Pay rate: $24.63 – $30.77 per hour, depending on experience and qualifications

The Division of Institutional Advancement (IA) at Rosalind Franklin University of Medicine and Science invites applications for a full-time Executive Administrative Assistant. Reporting directly to the (Interim) Vice President for Institutional Advancement, this pivotal role executes day-to-day operations, scheduling, communications, and philanthropic support logistics, enabling Divisional Leaders to focus on strategic institutional priorities.

The ideal candidate is a proactive coordinator who manages office logistics, prepares high-quality materials, maintains database records, and nurtures positive constituent relations. This position is central to cultivating a professional, welcoming environment for donors, trustees, visitors, faculty, staff, and campus partners.

Our generous benefits package includes medical, dental, and vision plans; paid parental leave; short term and long term disability plans; life insurance; flexible spending accounts; and a 403(b) retirement plan which includes an 8% employer contribution after 2 years of service. RFUMS is committed to employee wellbeing and work-life balance. Full time staff are eligible for 3 weeks of vacation/personal leave, 15 sick days, and 9 paid holidays, paid winter break, plus two floating holidays.

Rosalind Franklin University of Medicine and Science (RFU) is a graduate health sciences university committed to serving the population through the interprofessional education of health and biomedical professionals and the discovery of knowledge dedicated to improving wellness. The university embodies the spirit of inquiry and excellence modeled by its namesake, Dr. Rosalind Franklin, whose Photo 51 was crucial to solving the structure of DNA.

Today, the university's six colleges continue Dr. Franklin's legacy through rigorous academics, pioneering research, and innovative community service. RFU is a national leader in interprofessional research and practices, recognized for its breakthroughs in neuroscience, brain-related diseases, inherited disorders, proteomics, cancer cell biology, and cardiac resuscitation.

Essential Duties & Responsibilities

1. Administrative & Communication Support

• Draft & Edit: Prepare professional letters, donor acknowledgments, and other written communications.
• Proposal Coordination: Collaborate on the creation, circulation, approval tracking, and signature collection of donor Proposal Agreements.
• Document Workflow: Route administrative documents for signatures and track written notes/stewardship pieces.
• Process Documentation: Help update internal process documents and the Division of IA operations manual as procedures evolve.

2. Calendar, Scheduling & Travel Coordination

• Executive Calendar Management: Support the daily schedules of Executive Directors and IA leaders by managing meeting invites, holds, reschedules, and confirmations.
• Meeting Logistics: Assemble comprehensive meeting details (locations, virtual links, background contacts) and coordinate onsite or technical support as needed.
• Virtual Event Setup: Schedule Zoom webinars and meetings from established templates, managing permissions, reminders, and settings.
• Travel & Expenses: Coordinate travel arrangements (flights, lodging, ground transportation) and compile timely, accurate receipt submissions for Concur expense reports.

3. Meeting & Event Coordination

• Council Support: Coordinate logistics for IA-supported leadership councils, advisory boards, and standing committee meetings.
• Materials Preparation: Collect presenter materials, assemble digital shared folders/packets, distribute agendas, and provide post-meeting recordings or summaries.
• Event Logistics: Manage room reservations, catering arrangements, and attendance tracking. Schedule appropriate follow-up for meeting attendees and event debriefs in advance of the event.

4. Database & Records Management

• CRM Updates: Provide timely database record updates, constituent profile maintenance, and event tracking within the advancement database.
• Filing Systems: Maintain organized electronic and hard-copy filing systems utilizing established divisional naming conventions and procedures.
• Archiving: Oversee data hygiene by archiving outdated physical and digital materials.

5. Office Operations & Front Desk Management

• Reception: Maintain a welcoming, professional front-office environment by greeting and directing visitors, donors, and campus partners.
• Facilities & IT Liaison: Coordinate room setups, maintenance requests, and routine technology needs with Facilities and IT departments.
• Inventory & Mail: Monitor, order, and replenish office and beverage supplies; handle daily incoming/outgoing mail, shipping, and courier deliveries.
• Serve as the central point of contact/liaison for intra- or inter-office functions.

Conditions of Employment

• Must achieve satisfactory results from a background check

Required Education & Experience

• Education: Associate's degree (or equivalent professional experience) required.
• Experience: 3+ years of progressive administrative support experience, ideally in an executive or fast-paced office setting.

Required Knowledge, Skills, & Abilities

• Organizational Mastery: Exceptional organizational skills with consistent attention to detail and proactive follow-through.
• Adaptability: Proven ability to manage multiple tasks, shifting priorities, and tight deadlines in a fast-paced environment.
• Discretion: Demonstrated professionalism, emotional intelligence, and absolute commitment to confidentiality regarding sensitive donor and institutional data.
• Interpersonal Skills: Strong relationship-building skills with the ability to interact effectively with a diverse range of stakeholders (trustees, donors, faculty, students).
• Communication: Clear, concise written and verbal communication skills, including professional email etiquette.
• Technical Proficiency: High proficiency with Google Workspace (Docs, Sheets, Calendar, Gmail). Willingness and aptitude to learn advancement-specific software, including Blackbaud Raiser's Edge NXT, GiveCampus, Concur, and Colleague. Basic proficiency with Microsoft Office Suite.

Preferred Qualifications

• Prior administrative experience supporting an executive office or leadership team.
• Experience working with volunteers, boards of directors, or advisory councils.
• Familiarity with the higher education landscape and academic calendars.

Typical Physical Demands & Working Conditions

• Selected candidate must have the mental and physical capabilities to perform the essential functions of the position with or without reasonable accommodations.

EOE, Including Disability / Vets