Executive Assistant to the Vice President for University Advancement

Indiana Wesleyan University•Marion, IA

1d•Onsite

About The Position

The Executive Assistant to the Vice President for University Advancement (VPUA) serves as the primary administrative partner to the VPUA, providing high-level support, coordination, and operational leadership across the Advancement division. This role requires exceptional judgment, professionalism, and organizational excellence, representing the VPUA with integrity in all interactions.

Requirements

According to Indiana Wesleyan University employment policy all employees must possess a strong Christian commitment and adhere to the standards outlined in the IWU Community Lifestyle Statement.
Bachelor's degree required
A minimum of five (5) years of high-level administrative or project management experience, preferably supporting senior executives or working within advancement, nonprofit, or higher education environments
Exceptional professionalism, discretion, and confidentiality
Strong organizational abilities with excellent attention to detail and follow-through
Ability to manage multiple, simultaneous priorities in a fast-paced environment
High proficiency in Microsoft suite products
Strong written and verbal communication skills
Demonstrated initiative, problem-solving ability, and capacity to work independently.
Ability to meet deadlines and hold others accountable for time-sensitive tasks
Hold a valid Notary Public credential or the willingness to complete one

Nice To Haves

Experience supporting complex projects or fundraising campaigns preferred

Responsibilities

Serve as the primary administrative and strategic partner to the VPUA, managing priorities, communications, and confidential initiatives
Oversee the VPUA’s complex calendar and inbox, ensuring timely follow-up and preparation for all engagements
Coordinate travel arrangements, itineraries, briefing materials, gifts, and post-visit contact reports for the VPUA’s donor visits and Advancement-related travel
Provide high-impact hospitality to donors, trustees, visitors, and special guests on behalf of the VPUA
Manage weekly executive rhythms, including one-on-one meetings, agenda preparation, reminders, and stewardship tasks
Support Advancement team culture through professional development coordination and regular communications
Serve as a primary liaison between the VPUA/Advancement staff and the President’s Office, Cabinet leaders, consultants, and external partners
Organize all logistics and scheduling for the Advancement Committee of the Board of Trustees, including meeting preparation, communication with committee members, and reports from Advancement leadership
Assist the President’s Office with institutional and special events as requested, including coordinating availability and responsibilities with all Advancement staff
Oversee budget processes for the VPUA’s office, including invoice processing, contract tracking, credit card reconciliation, cash advances, reimbursements, and financial documentation
Coordinate agendas, materials, and minutes for meetings involving the VPUA and Advancement leadership, including tracking subsequent action items and follow up
Maintain accurate Advancement organizational resources including org charts, personnel documents, distribution lists, and internal directories
Draft, edit, and/or proofread high-level correspondence on behalf of the VPUA. This will include material produced by Advancement Leadership and/or Marketing
Manage communication flow among Advancement leadership, external consultants, campus partners, and campaign committees to support campaign readiness and execution
Provide oversight for planning and logistics associated with high-level Advancement events, including, but not limited to, naming ceremonies and campaign events
Maintain campaign documentation systems, timelines, and progress reports to support leadership decision-making