Assistant to the Vice President

Pay Grade: 30E 

Context of Job: 

Under the general direction of the Vice President of Development and Alumni Relations (VP), the Assistant to the Vice President oversees and coordinates the VP’s activities and functions as an extension of the VP, anticipating needs, working independently, and providing proactive support. The Assistant must exercise initiative, critical thinking, and sound judgment while managing complex priorities and ensuring the smooth execution of mission critical work.
The Assistant provides high level administrative support to the Vice President and the Senior Associate Vice President for Presidential, Principal Giving & Strategic Priorities. The Assistant also leads project management efforts to advance the strategic initiatives and leadership priorities of the Office of the Vice President with efficiency and precision.
The role develops systems and processes, crafts executive correspondence, and creates, prepares, and oversees confidential reporting, including Board of Trustees, PLC, PAA, and Campaign materials, as well as high level external engagement efforts and related projects. The Assistant conducts in depth analysis to support informed decision making and strengthen organizational effectiveness. This position enables the Vice President to focus on higher level priorities with confidence that the office and its many responsibilities and constituencies are managed effectively. The Assistant is responsible for facilitating rapid and appropriate information flow between the VP and a wide range of constituents, including the Office of the President, Office of the Provost, deans and other University administrators, donors, alumni, staff, faculty, corporate leaders, and the public. These interactions necessitate a high level of professionalism and confidentiality in all aspects of work requirements.

Major Responsibilities:

• Oversees the day-to-day operations of the Office of the Vice President for Development and Alumni Relations. Performs a broad range of administrative tasks of a highly confidential nature, requiring initiative, critical thinking, and good judgment to make independent decisions.
• Acts on behalf of, or in the absence of, the Vice President on administrative matters, and serves as a strategic partner and extension of Development leadership by providing high level support to the Vice President and the Senior Associate Vice President for Presidential/Principal Giving & Strategic Priorities.
• Functions as direct liaison between the VP and all internal and external constituencies, prioritizing the VPs time and attention. Provides advice on policies, procedures, as well as organization specific issues. Keeps VPs informed of pertinent information.
• Collaborates effectively with senior administrators, board members, donors, alumni, students, staff, faculty, and peers in the Vice Presidents’ offices to ensure seamless coordination, smooth operations, shared understanding, and successful outcomes.
• Supports and liaises on presidential development activity in collaboration with the Sr. Associate VP and internal partners, maintaining strong communication across relevant offices and ensuring alignment with institutional and divisional priorities.
• Assists the Vice President, the Senior Associate Vice President, and the Office of the President in coordinating and maintaining the President’s schedule as it relates to DAR; communicates with key DAR leaders who request the President’s time for cultivation, solicitation, and stewardship purposes; and acts as the presidential liaison, on behalf of the VP and Sr. AVP, between DAR and the Office of the President on strategy and deployment of the President for regional fundraising visits, events, and travel.
• Supports the VP’s reporting strategy by proofreading final drafts and recommending edits, conceptualizing and designing critical reports in collaboration with the AVP of DAR Services; and conducting reporting assessments aligned with the VP’s annual goals to recommend new report designs that inform, strengthen, and drive long term fundraising strategies.
• Creates and oversees the full production of DAR’s extensive semi annual report to the Board of Trustees Committee on Public Affairs and Advancement, including generating and analyzing data integrity reports to ensure accurate fundraising information, determining and composing required Resolutions, drafting and editing copy, and reviewing and assembling gift tables.
• Manages complex calendars for the Vice President and Senior Associate Vice President, including meetings, events, and travel arrangements; prepares itineraries and supporting materials; develops agendas and records minutes; and ensures both leaders are fully prepared with appropriate background materials for meetings, conferences, speeches, and appointments.
• Leads efforts to coordinate and manage the complexities and relationships involved in large capital projects and major gift fundraising initiatives, providing high level support to advance these projects; Works independently with key personnel in Facilities, the Office of Communications and Marketing, DAR Marketing, Donor Relations, and DAR gift officers as related to naming opportunities, website design, collateral materials and donor signage.
• Communicates verbally and in writing on behalf of the Vice President, managing extensive internal and external communications; prepares, drafts, edits, and distributes a variety of highly confidential, specialized, and recurrent reports and correspondence strengthening executive communications; also prepares talking points and designs PowerPoint presentations.
• Supports and co-manages the VP’s fundraising portfolio, including coordination of all donor meetings and the management, and tracking of contact reports and proposals.
• Plans and coordinates receptions, departmental retreats, and other activities sponsored by the VP’s Office.
• Maintains and updates organizational chart for department, ensures up to date information is on the department webpage.
• Follows up on assignments delegated to the Vice President’s direct reports, as well as on internal and external requests, to ensure timely progress and completion of projects, and independently addresses requests and issues to ensure prompt replies, resolution, and full closure; Initiates fact-finding to triage , and provides appropriate referrals for assistance.
• Performs confidential, urgent and/or important administrative duties as required. Observes and maintains confidentiality of all privileged information.
• Performs miscellaneous job-related duties as assigned.

Qualifications: 

• Bachelor’s degree and four years of job-related experience supporting an executive in a complex environment, or equivalent combination of education and experience.
• Experience in fundraising, alumni relations, sales, marketing, project management, public relations or related field preferred.
• Experience in supporting c-level executives preferred.
• A high level of independent judgment, initiative, critical thinking, and problem-solving skills are required.
• Ability to support and contribute to the development and implementation of new strategies, procedures, short- and long-term goals.
• Ability to set priorities, exercise judgment, manage important relationships, provide timely and concise information, and ensure that the Vice President and Senior Associate Vice President is well-prepared for meetings, speeches, and events.
• Effective interpersonal, oral, and written communication skills; Proficient writing and editorial experience preferred.
• Skill in coordinating activities, evaluating data, and establishing priorities
• Must be self-motivated with the ability to successfully manage complex projects with competing priorities, often simultaneously, and the proven ability to meet deadlines.
• Ability to organize and analyze data with attention to detail under deadline pressure.
• Superior organizational skills and detailed oriented with ability to operate independently and to use sound judgment, initiative, and discretion in all interactions with constituents.
• Advanced proficiency in the Windows environment, Microsoft Office (Access, Excel, PowerPoint, Word, Outlook), electronic communication and internet research.
• Sensitivity to confidentiality and to international and intercultural business issues.
• Ability to communicate and interact well with people of all ages and backgrounds.
• Knowledge of University programs, policies, and procedures preferred.
• Supervisory experience preferred.