Executive Assistant to the Vice President for University Advancement and Board Governance Manager

Western Washington University•Bellingham, WA

1d•$95,251 - $123,825

About The Position

The Executive Assistant to the Vice President for University Advancement and Board Governance Manager provides confidential administrative support to the Vice President and helps ensure the efficient day-to-day operation of the Vice President’s office. The role exercises sound judgment, demonstrates service excellence, and supports the university’s strategic vision and values. The position also supports the governing body of The Foundation for WWU & Alumni, serving as its primary liaison with the Foundation CEO/Vice President for University Advancement and the University Advancement leadership team. As a trusted counselor and communication link, the role supports the relationship between the Board and CEO, advises the Board on governance and institutional mission matters, anticipates needs and issues, and coordinates long-term work plans, meeting schedules, agendas, committee activities, communications, training, and professional development. The position’s duties are allocated as follows: 40% administrative support to the Vice President, 45% board administration and communications, 10% special projects and campaign support, and 5% other duties as assigned. The role requires occasional evening and weekend work and occasional business-related travel. The salary hiring range is $95,251–$109,538 per year, depending on qualifications and experience; the position tops out at $123,825 per year through longevity.

Requirements

Bachelor’s degree.
Experience working directly with a Board of Directors, chief executive officer, or equivalent in a professional, government, or executive setting.
Ability to interact with and manage high-level executive leadership.
Strong administrative, organizational, and time-management skills.
Exceptional written, verbal, interpersonal, and presentation skills with a variety of constituents.
Ability to work successfully under pressure while maintaining professionalism.
Ability to partner with senior-level staff and work effectively with individuals from diverse backgrounds, including faculty, staff, students, alumni, and community and business leaders.
Demonstrated experience advancing accessibility, diversity, equity, and inclusion (ADEI), and understanding of WWU’s ADEI values and goals.
Ability to handle highly confidential and sensitive information and materials.
Ability to work independently and use sound judgment and initiative.
Excellent organizational, detail-oriented, interpersonal, and multitasking skills, including the ability to work in a fast-paced, complex, dynamic organization and manage competing priorities.
Skill with Microsoft Office, a CRM, and a digital platform for organizing Board work.
Knowledge of budget management.
Demonstrated experience with Microsoft Word, Excel, and PowerPoint.
Experience maintaining confidential records and knowledge of office management principles and procedures.
Availability for occasional evenings, weekends, and occasional business-related travel.

Nice To Haves

Background in development and/or advancement at an institution of higher education or similar complex organization.
Experience providing executive-level support to governing boards and committees, including managing projects in support of board operations and goals.
At least one year of management experience, including management of volunteers.
Understanding of higher education culture, contemporary higher education issues, and philanthropy.
Understanding of Washington state higher education public policy.
Familiarity with Roberts Rules of Order and parliamentary procedure.
Experience with Publisher, Visio, and Adobe Dreamweaver or equivalent.

Responsibilities

Serve as a point of contact for the Vice President’s office and build effective relationships with internal and external stakeholders.
Manage confidential donor meetings and issues; collect donor background information and maintain confidential donor data in the advancement database.
Anticipate, manage, prioritize, and alert the Vice President to incoming issues; support strategic planning and independently facilitate or route issues to appropriate offices.
Coordinate and prioritize the Vice President’s calendar; schedule meetings; prepare day files, agendas, meeting notices, and backup materials.
Arrange the Vice President’s travel, prepare travel files, manage credit card purchases, and reconcile receipts.
Provide advanced administrative support for projects, events, and activities; establish priorities and expedite workflow to meet deadlines.
Review and process incoming correspondence, respond to communications and inquiries, screen phone calls, prepare correspondence, and assign document filing destinations.
Draft audience-appropriate communications using office software and prepare materials for meetings, including agendas, presentations, and donor materials.
Plan, coordinate, and staff division-wide meetings and coordinate event logistics such as catering, technical support, invitations, guest lists, presenters, venues, and transportation.
Develop and implement the Board’s long-term work plans, meeting schedules, and agendas in consultation with the Board Chair and CEO.
Manage Board business, including at least four full Board meetings annually and multiple committee and task force meetings; attend meetings and prepare minutes.
Serve as the official communications point of contact between the Board and internal and external constituencies, including managing communications during a crisis.
Maintain Board member, meeting, and agenda information in the Diligent One portal and serve as the portal’s resident expert.
Maintain the official corporate books of record, Board documents and policies, and records of Board actions and decisions.
Support Board Chair, CEO, and senior leaders with Board and committee meetings, retreats, logistics, and briefing materials.
Coordinate with the University President’s Office on behalf of the CEO and Board of Directors.
Identify potential Board members, support director engagement plans, lead new member orientation, and coordinate ongoing professional development.
Identify governance best practices; develop continuing education opportunities concerning higher education and philanthropy; facilitate Board and committee self-assessments; and assist with reviews of bylaws, charters, and policies.
Cultivate relationships with Board members and partner with advancement professionals on Board cultivation and stewardship strategies.
Keep The Foundation for WWU & Alumni website current and outward-facing; support directors as institutional advocates and representatives.
Assist with periodic evaluation of the CEO and support the Board during CEO searches and transitions.
Support campaign planning and execution by coordinating donor meetings, tracking priorities, monitoring progress toward metrics, and coordinating Board engagement in campaign strategy, fundraising, advocacy, and stewardship.
Support Board members as institutional ambassadors and campaign advocates; maintain knowledge of fundraising priorities and communicate them as an extension of the VP/CEO office.
Provide administrative and logistical support for special projects and strategic planning sessions.
Research policies and coordinate information and data concerning ongoing and emerging issues important to the University and Foundation.
Perform other duties as assigned.