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

Internal•Bellingham, WA

13h•Onsite

About The Position

Western Washington University is seeking an Executive Assistant to the Vice President for University Advancement and Board Governance Manager. The position provides confidential administrative support to the Vice President and helps ensure the efficient and effective day-to-day operation of the Vice President’s office. It requires sound judgment in applying established practices and policies, service excellence, and support for WWU’s strategic vision and values. The role also supports the governing body of The Foundation for WWU & Alumni. It is the primary liaison among the Board, the Foundation CEO/Vice President for University Advancement, and the University Advancement leadership team. The position promotes effective board governance and collaboration with the university community; supports the relationship between the Board and CEO; advises the Board on governance and institutional mission matters; and anticipates needs and helps navigate complex situations. It coordinates the Board’s long-term work plans, meeting schedules and agendas, communications, committee work, orientation, and professional development. The position supports campaign planning and execution, board engagement and advocacy, special projects, and strategic planning. It also serves as a primary policy researcher for the Board and helps gather information and data about current and emerging issues relevant to the University and Foundation. The role requires occasional evening and weekend work and occasional business-related travel. Employees must comply with WWU immunization policies, including providing proof of Rubeola measles immunity within 60 days of hire.

Requirements

Bachelor’s degree.
Experience working directly with a Board of Directors, chief executive officer, or equivalent in a professional, government, or executive setting.
Evidence of 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 people from diverse backgrounds, including faculty, staff, students, alumni, and community and business leaders.
Demonstrated experience advancing accessibility, diversity, equity, and inclusion (ADEI), and thorough understanding of WWU’s ADEI values and goals.
Ability to handle highly confidential and sensitive information and materials.
Ability to work independently and exercise sound judgment and initiative.
Excellent organization, attention to detail, interpersonal skills, and multitasking ability; ability to navigate 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 evening and weekend work and occasional business-related travel.
Compliance with WWU immunization policies, including proof of Rubeola measles immunity within 60 days of hire.

Nice To Haves

Background in development and/or advancement at a higher education institution 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 Robert’s 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; facilitate solutions independently or refer matters to appropriate offices; and support strategic planning.
Coordinate and prioritize the Vice President’s calendar, schedule meetings, prepare day files and meeting materials, and distribute meeting notifications and agendas.
Manage the Vice President’s travel arrangements, prepare travel files, manage credit card purchases, and reconcile receipts.
Provide advanced administrative support for projects, events, and activities; establish priorities and manage workflow to meet deadlines.
Collaborate with administrative support staff and university leaders on university-wide issues.
Review correspondence, respond to communications and inquiries, screen calls, prepare correspondence, and manage document filing.
Draft audience-appropriate correspondence and communications using office software and university formats.
Coordinate and prepare materials for meetings, including agendas, presentations, and donor meeting materials; plan, coordinate, and staff division-wide meetings and events.
Develop long-term Board work plans, meeting schedules, and agendas in consultation with the Board Chair and CEO.
Plan, manage, and execute 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 liaison between the Board and internal and external constituencies, and as a point of contact between the Board and University Advancement staff.
Maintain Board members, meetings, and agendas in the Diligent One board management portal and serve as the portal’s resident expert.
Maintain the official corporate books of record and update Board documents, policies, and records of Board actions and decisions.
Identify opportunities and develop individual engagement plans for Board directors in collaboration with the CEO and Associate Vice President of Development.
Plan Board retreats, oversee logistics, prepare briefing materials, and coordinate with the Board Chair and CEO.
Communicate with the University President’s Office on behalf of the CEO and Board of Directors.
Maintain a researched and vetted list of potential Board members; lead new member orientation; and coordinate ongoing professional development for directors.
Identify governance best practices, develop continuing education opportunities on higher education and philanthropy, and facilitate Board and committee self-assessments.
Assist with periodic review and modification of Board bylaws, charters, and policies; advise and provide resources on Board-related matters.
Cultivate relationships with Board members and partner with advancement professionals on Board cultivation and stewardship strategies.
Ensure the Foundation for WWU & Alumni website is updated and presents outward-facing content and design.
Support directors as institutional advocates and representatives; assist with periodic CEO evaluation and support Board CEO search and transition processes.
Support campaign planning and execution by coordinating donor meetings, tracking priorities, and monitoring progress toward metrics.
Coordinate Board engagement in communicating campaign strategy, fundraising goals, advocacy, and stewardship; support Board members as institutional ambassadors and campaign advocates.
Know University 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 Board policies and gather or coordinate information and data on ongoing and emerging issues important to the University and Foundation.
Perform other duties as assigned.