Executive Assistant II, Office of the Senior Vice President

Drexel•Philadelphia, PA

3d•$62,630 - $93,950•Hybrid

About The Position

The Executive Assistant II for the Office of the SVP, Institutional Advancement is responsible for managing the administrative duties for the Senior Vice President including scheduling, travel arrangements, expense management, correspondence, briefings, event and meeting materials, database records and related tasks. They serve as the primary front-facing person for the office, interfacing with external guests as well as internal staff across Institutional Advancement (IA) and the greater University. This position reports to the Director of the Office of the SVP and Strategic Initiatives and works closely with them and other members of the IA Executive Leadership team to support the goals and strategic initiatives for the division. They will assist with meeting minutes, timelines, documentation and action items. This is a hybrid position, working in person/on campus at least 3 days a week.

Requirements

Minimum of an Associate's Degree or the equivalent combination of education and work experience.
Minimum of 5 years of related experience, including experience providing executive-level administrative support.
Experience managing complex calendars.
Advanced proficiency with Microsoft Office (including Outlook, Word, Excel).
Strong customer service skills.
Excellent organization skills and attention to detail.
Strong written and verbal communication skills.
Ability to work independently and collaboratively.
Ability to work effectively in a fast-paced, deadline driven, environment.
Ability to maintain confidentiality.
Ability to multi-task and prioritize several projects at once with a spirit of flexibility and positive outlook.

Nice To Haves

Bachelor’s degree.
Higher education or fundraising experience.

Responsibilities

Serve as the primary contact for the Office of Institutional Advancement to all levels of the administration and guests of the University via telephone, e-mail and in person.
Manage the Senior Vice President's calendar, including arrangements for meetings, visits, events and trips.
Attend scheduling meetings with the Office of the President.
Prepare travel itineraries and make travel arrangements for the Senior Vice President and others as appropriate.
Work closely with the onsite planning team.
Work with the Director to prepare correspondence, briefings, research profiles, and other relevant materials ahead of prospect and donor meetings and events.
Utilize the Advance system to pull prospect and donor information and upload documentation to the records for the Senior Vice President and Leadership.
Prepare travel and purchasing card reports, expense reconciliations and reimbursements on behalf of the Senior Vice President.
Work with the finance & administration team on office supplies and purchasing orders.
Attend designated meetings to record and disseminate minutes and action items, including the IA Committee of the Board of Trustees.
Support the Director with organization of strategic initiatives and special projects as designated by the Senior Vice President and IA Executive Leadership Team.
Assist with IA mailings, events and other divisional administrative tasks as required.