Assistant to the Executive Director

Mississippi University for Women•Columbus, MS

52d

About The Position

The Assistant to the Executive Director provides comprehensive administrative and strategic support to the Executive Director of the Office of Development and Alumni. This position is essential in enhancing the Executive Director's effectiveness by managing schedules, coordinating communications, supporting project execution, and serving as a liaison with internal and external stakeholders. The ideal candidate is highly organized, discreet, and adept at managing multiple priorities in a fast-paced, mission-driven environment.

Requirements

Bachelor's degree preferred, preferably in Business Administration, Communications, English, Nonprofit Management, or related field
Minimum of 3 years of progressively responsible administrative support experience, preferably in a higher education, nonprofit, or development/alumni relations setting
Executive Support: Proven experience supporting senior or executive-level leadership with professionalism and discretion, demonstrating attention to detail and expertise in managing complex calendars, travel, and sensitive communications
Communication: Strong written and verbal communication skills with ability to craft professional correspondence, reports, and presentation materials and engage effectively with diverse audiences including donors, alumni, and campus leadership
Organization & Time Management: Highly organized and self-motivated with the ability to prioritize tasks, manage multiple responsibilities, meet deadlines, and maintain accuracy in a fast-paced environment
Event Coordination: Experience assisting with planning and coordinating logistics for meetings, events, and donor/alumni engagement activities
Technology Proficiency: High level of experience with Microsoft Office Suite (Word, Excel, Outlook, PowerPoint), virtual meeting platforms (e.g., Zoom, Teams); preferred experience with CRM/donor databases (e.g., Raiser's Edge)
Discretion & Confidentiality: Proven ability to manage sensitive information with discretion and maintain a high level of professionalism and confidentiality
Problem Solving: Resourceful and proactive in identifying issues and implementing solutions
Team Collaboration: Excellent interpersonal skills and a collaborative mindset; able to work effectively with colleagues across departments

Responsibilities

Assists the Executive Director with daily tasks and provides general administrative support including communication with board members, donors, alumni, community leaders and other high level stakeholders.
Assists the Executive Director and other office Directors with on-campus scheduling logistics.
Schedules all MUW Foundation board and committee meetings including on-campus logistics necessary paperwork, attends meetings and takes meeting minutes.
Creation of professional documents such as correspondence, donor agreements, and other related materials.
Cross-trains and serves as back-up for the front office administrative assistant handling tasks such as office reception, preparing purchase orders and requisitions, processing cash and check payments received in-person or by mail and issuing payment receipts. Additionally, cross-trains with the Foundation Staff Accountant.
Responsible for record retention and maintaining official and permanent records of the MUW Foundation Board and related committees; maintains and organizes department files and documentation.
Helps complete check requests and travel forms for the Executive Director as well as other office Directors.
Assists in all aspects of special events, including Homecoming, Welty Gala, Scholarship Donor Appreciation Lunch, etc.
Prepares monthly credit card and procurement card reports.
Responsible for alumni birthday recognition including sending birthday cards, ordering gifts and other related tasks.
Oversees donor-funded campus projects, ensuring alignment with donor intent, fiduciary responsibility and project timelines.
Assists with training and supervision of student workers.
Supports HR-related tasks such as onboarding and staff communications.
Ability to work occasional evenings and/or weekends for department sponsored events.
Performs other reasonable duties as assigned.