Senior Administrative Assistant, Major Gifts

Senior Administrative Assistant

Embry-Riddle Aeronautical University is seeking a highly organized and proactive Senior Administrative Assistant to support the growing needs of the Major Gifts team. This role provides high-level administrative and operational support to the Vice President of Philanthropy and Alumni Engagement while enhancing the effectiveness of frontline fundraising efforts.

Reporting to the Assistant Division Administrator & Executive Assistant to the SVP, this position plays a critical role in supporting major and principal gift fundraising activities. The Senior Administrative Assistant helps ensure campaign readiness and scalability by coordinating administrative processes, donor engagement logistics, and operational priorities. By managing key functions and maintaining continuity during periods of travel and increased activity, this role enables fundraising leadership and gift officers to focus on cultivating relationships, advancing strategic initiatives, and securing philanthropic support for the university.

Key Responsibilities

• Provide dedicated administrative support to the Vice President of Philanthropy and Alumni Engagement, including calendar management, travel coordination, correspondence, and project support.
• Prepare briefing materials, reports, presentations, internal documentation, and leadership communications related to major and principal gift activity.
• Support frontline fundraising staff with administrative functions such as travel arrangements, expense reporting, meeting logistics, and donor follow-up activities.
• Coordinate coverage and support for traveling fundraisers to ensure continuity of donor engagement and timely response to stakeholder needs.
• Organize and coordinate donor visits, including scheduling, campus itineraries, stakeholder participation, and event logistics.
• Prepare and manage donor correspondence, engagement materials, briefing packets, and related documentation.
• Collaborate with university partners to deliver a seamless and professional donor experience.
• Plan and facilitate Frontline Fundraiser and Principal Gifts meetings, including scheduling, agenda preparation, logistics, meeting documentation, and follow-up activities.
• Track action items and outcomes from meetings to support fundraising priorities and donor engagement strategies.
• Assist with campaign-related initiatives, project timelines, administrative workflows, and cross-functional coordination efforts.
• Organize and maintain records and documentation associated with major and principal gift activities.
• Provide support for special projects, events, and other duties as assigned.

About us

For nearly 100 years, Embry-Riddle has been the world's leading aviation and aerospace university, educating more than 30,000 students across residential campuses in Daytona Beach, Florida, and Prescott, Arizona, as well as through a global network of Worldwide locations and online programs. With more than 165,000 alumni around the world, our impact reaches every corner of the aerospace, aviation, defense and technology industries.

Today, our faculty, researchers and professional staff are advancing innovation across aviation, space, artificial intelligence, cybersecurity, autonomous systems and next-generation engineering. Working alongside industry leaders, government agencies and innovators, they are solving real-world challenges and shaping the technologies that will define tomorrow.

Whether you are an educator, researcher, administrator, technologist or industry professional, your work at Embry-Riddle will contribute to something bigger than a job. Join a community driven by discovery, purpose and excellenceand help shape the future of aerospace.

Perks Await You at Embry-Riddle!

• Generous Time Off: Enjoy up to 18 days of paid leave in your first year, including 3 days granted upon hire and 15 days accrued throughout the year. You'll also receive 9+ paid holidays, including the day after Thanksgiving and the week between Christmas Eve and New Year's Day.
• Tuition Coverage: Get 100% tuition coverage for yourself for one undergraduate and one graduate degree, and discounted rates for your spouse and dependent children up to age 26.
• Retirement Contributions: ERAU contributes 6% of your base salary to your retirement plan and offers a 4% matching contribution with no vesting period.
• Personal Leave: Relax with 15 days of personal leave for non-exempt employees or 18 days for exempt full-time employees in your first year.

Compensation

The hourly range for this role is $22.00-$24.00. The final offer will be based on the candidate's skills, qualifications, and experience, as well as applicable state regulations, internal equity, and business needs, and may fall outside of the stated range.

Qualifications

Required Qualifications

• Associate's or bachelor's degree in business, communications, or a related field.
• Five or more years of administrative or operational support experience, preferably within higher education, advancement, philanthropy, or another complex organizational environment.
• Strong organizational, time management, and multitasking skills with the ability to manage competing priorities.
• Excellent written, verbal, and interpersonal communication skills.
• Proficiency with Microsoft Office Suite and standard administrative technologies.
• Demonstrated ability to handle confidential and sensitive information with discretion and professionalism.

Preferred Qualifications

• Experience supporting senior executives, fundraising professionals, or leadership teams.
• Familiarity with donor relations, advancement operations, fundraising campaigns, or philanthropic engagement activities.
• Experience coordinating complex schedules, events, and stakeholder communications in a fast-paced environment.