Executive Assistant to the President & CEO

JOB TITLE: Executive Assistant to the President & CEO REPORTS TO: President & CEO EXPECTED SALARY RANGE: $70,000 – 85,000; plus the UVM Foundation’s progressive benefits package which includes a comprehensive health plan; dental, vision, and life insurance; a robust paid time off package; a 403(b) plan with immediate vesting and contributions; and tuition remission. EFFECTIVE DATE: August 3, 2026, or a negotiated date agreed upon by both parties FTE: Full-Time JOB-TYPE/HOURS: On-site. This position will require occasional work outside of standard business days and hours. JOB SUMMARY The Executive Assistant to the President & CEO helps drive philanthropy and enhance the reputation of the University of Vermont (UVM) Foundation by providing high-level administrative support for the President & CEO. The person in this role uses detailed-orientated administrative and strategic decision-making skills, combined with high-level relationship-building, to enhance the ability of the Foundation President & CEO to successfully lead a dynamic and complex organization. ESSENTIAL FUNCTIONS 90% Executive Support for the President & CEO Provide strategic, thoughtful, and proactive support that maximizes the President & CEO’s attention to matters of highest value, enhances their productivity, and their overall professional welfare as they carry out their work in advancement of the Foundation’s mission. Support the CEO’s efficient use of time. In partnership senior leaders, determine priority of matters for the President & CEO’s attention and keep them advised of timelines and necessary next steps; redirect non-priority matters to other staff, or handle matters personally, as appropriate; serve as eyes and ears for the CEO, keeping them connected to critical people, projects, and information; filter and attend to the CEO’s day-to-day functions so that they can focus on high-level leadership and strategy. Serve as a liaison between the President & CEO, Foundation staff, institutional partners, donors, alumni, and the public: monitor inbound emails/messages to the President & CEO and flag time-sensitive or important items; compose and deliver routine replies, correspondence, and messages on the President & CEO’s behalf; keep the President & CEO informed about the status of priority conversations; receive and screen the President & CEO’s phone calls and visitors; answer questions with tact and diplomacy; direct calls/emails for resolution by other staff members as appropriate. Manage the President & CEO’s calendar: schedule and confirm meetings/calls with internal and external parties, including campus partners, donors, and alumni. Exercise discretion and intention in prioritizing, organizing, and committing the President & CEO’s time. Schedule Senior Team meetings and other high-level leadership meetings; coordinate and distribute agendas and materials in advance; attend meetings as appropriate to record minutes, capture key decisions and action items, and ensure timely follow-up. Manage the President & CEO’s meeting/call logistics: in partnership with Development, Stewardship, and Events Team, determine and arrange appropriate locations/platforms, catering, A/V support, etc. Assist with the President & CEO’s meeting/call preparation, execution, and follow-up: in coordination with Foundation leadership and colleagues, develop meeting briefings, prepare agendas, develop presentations, attend meetings (to take notes, draft minutes, prepare summaries, assist with logistics, etc.), and carry out follow-up actions as necessary. Share information and outcomes with relevant parties and enter contact reports as needed into the CRM to document the President & CEO’s relationships and activities. Coordinate travel logistics for the President & CEO, and (as requested) for other University and Foundation employees who are traveling with the President & CEO – research, book, and confirm all forms of transportation, lodging, and dining arrangements; prepare and maintain detailed itineraries; monitor travel arrangements and help address travel disruptions or challenges. Manage ongoing communications on behalf of the President & CEO to the Foundation Board, Foundation staff, and other key stakeholder groups to ensure consistent, visible, timely, and transparent communication from the President & CEO. Utilize the Customer Relationship Management database (CRM) to support the President & CEO in fundraising activity and relationship management. This includes: generating reports; entering and updating proposals; and entering contact reports. Leverage CRM to provide critical information to the President & CEO, to ensure the Development Team’s business plan is based on data-informed fundraising strategies. This could include: portfolio analysis, donor engagement tracking, pipeline movement, and stewardship compliance. Perform customary clerical duties in support of the President & CEO – maintain confidential paper and electronic records and filing systems; handle printing, faxing, mailing/shipping, copying, transcription; prepare, reconcile, and submit expense reports; coordinate office supplies and office maintenance, etc. 10% Other Responsibilities (as assigned) Support other executive-level leaders with calendaring, travel arrangements, and expenses on an as-needed basis, as directed by the President and CEO. Execute, or assist with, special projects. Provide temporary coverage of other administrative support functions across the organization when needed. Participate in, and support, Foundation programs and events as needed. MINIMUM SKILLS & ABILITIES Self-starter with the ability and desire to achieve a high level of productivity and success and to consistently seek new opportunities to learn and grow. Highly organized and attentive to detail, able to manage multiple priorities for senior leaders with accuracy and efficiency. Analytical and forward-thinking, able to interpret information, anticipate needs, and support data-informed decision-making. An effective communicator, able to draft, edit, and convey information clearly and professionally in both written and verbal forms. Collaborative and team-oriented, able to build productive relationships and contribute positively to shared goals. Strategic and proactive, able to exercise sound judgment, prioritize tasks, and take initiative in a dynamic environment. Discreet and professionally grounded, able to maintain confidentiality and interact effectively with a wide range of stakeholders. Committed to diversity, equity, and inclusion; able to apply these principles meaningfully in daily work and strategic processes. Technologically proficient, with strong capabilities in word processing, editing, and proofreading, as well as working with spreadsheets and database management. Professional in presence and demeanor, able to represent the Foundation effectively in all forms of interaction. Ability to work independently and use good judgement with limited supervision; Commitment to the mission and values of the University of Vermont Foundation. PREFERRED SKILLS & ABILITIES Demonstrated success providing direct support to organizational leaders to help them achieve institutional objectives; Understanding of—and enthusiastic commitment to—the use of technology for time management, project management/tracking, and communications; Familiarity with the higher education landscape through employment, volunteerism, or advanced study. MINIMUM EDUCATION & EXPERIENCE Bachelor’s degree and at least three years of relevant experience; or any combination of education and/or experience from which comparable knowledge, skills, and abilities have been developed. PREFERRED EDUCATION & EXPERIENCE Bachelor’s degree and at least five years of experience providing leadership-level administrative support and interacting with external clients, preferably in higher education or other complex organizational environments; or any equivalent combination of education and/or experience in which substantial relevant success and accomplishment has been demonstrated. #J-18808-Ljbffr