Executive Assistant to the Vice President of University Advancement

Seton Hall University, New Jersey•South Orange, NJ

31d•$56,000 - $77,000•Onsite

About The Position

Ensures the smooth functioning of the Office of the Vice President through high level, confidential assistance with all administrative functions within the Vice President’s office and across the Division of University Advancement. Always represents the office of the Vice President with professionalism, developing and enhancing collaborative relationships and close communication with all Executive offices (EC and Deans) as well as other offices across all three campuses. Organizes and executes, or monitors and, in some cases, initiates, reports on a wide range of plans, programs, projects, and activities directed by the VP or related to the Division departments for which the VP is responsible. Frequently acts proactively to achieve goals or tasks as a project manager.

Requirements

BA required. Experience may substitute for a degree if the applicant has at least 5 years of high-level, comprehensive knowledge of University, Advancement departments, and Executive office protocol, operations, and technology.
A valid driver's license and access to a reliable vehicle for support at off site and evening events.

Nice To Haves

Certification in Project Management is desired.

Responsibilities

Communication & Correspondence - Writes, edits and processes a wide variety of written communications, including correspondence and reports, minutes, often of a confidential nature for VP. Uses various Microsoft Office Suite software packages such as word processing, Excel, spreadsheets, tables, graphs, graphics, Raiser's Edge, PowerPoint, etc. to produce documents including reports that go to the Board of Regents and the Advancement Committee. Often composes and prepares letters to regents, council members and 7-figure donors for the VP’s and the University President's signature. Works within Raisers Edge on letters to donors. Consults and delegates to Department Heads and others as needed. Research, organize, and prepare a wide variety of information needed for projects, plans, reports, etc.
Management of Office of the Vice President - Answers and responds to a high volume of telephone calls, emails, and Teams messaging for the Vice President, including tasks assigned by the President or Cabinet. Authorized to delegate to Department Heads and others as appropriate. Manages the Vice President’s calendar, establishing priorities and scheduling appointments, meetings, etc. Maintains the filing system for the Vice President’s area. Consults and delegates to Department Heads and others as needed. Suggests and implements improvements to systems and procedures to deal with the work of the VP’s office, working on coordination with other members of the Division Leadership Team.
Meeting Planning/Logistics - Prepare documents and information, coordinate all internal as well as Board and other high level external meetings and events and arrange for facilities, parking, catering, issuing information and invitations for Vice President, VIPs and the Division. Coordinates all details of 1-1 dinners with VP and President for donor cultivation and engagement.
Procurement & Budget Management – In collaboration with the Assistant VP for Strategy & Administration, manages expenses within the budget. Serves as primary buyer for VP budgetary indexes in Unimarket, supports contract review process, submits charges, expense vouchers and check requisitions for reimbursement, reconciles credit card statements, orders supplies and catering, etc. for the Vice President’s office. Delegated to act on standard budget requests, and other such routine administrative matters. Coordinates with departments on Division charges and costs.
Travel Arrangements - Makes detailed travel arrangements for supervisor, compiling documents for travel-related meetings. Plans, coordinates and executes all pre-travel preparation, including meetings and programming.