Executive Assistant

Executive Assistant To The Senior Vice President For Institutional Advancement

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).

Knowledge, Skills and Abilities Required:

• 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

Education and Experience Required:

• Bachelor's degree preferred or equivalent experience.
• Minimum 5+ years of relevant experience.

Equal Employment Opportunity Statement

Meharry Medical College complies with Title IX and is an affirmative action employer. Candidates will be considered for employment without discrimination for a non-merit reason such as race, color, national origin, sex, religion, age, handicap or veteran status.