Executive Assistant to the Vice President - The University of Texas at Arlington

Another Source•Arlington, TX

About The Position

Another Source is proud to partner with The University of Texas at Arlington on a search for an Executive Assistant to the Vice President for University Advancement. This is a great opportunity for someone who enjoys being a trusted partner to leadership, keeping complex priorities moving, and building strong relationships across a collaborative campus environment. As the largest university in North Texas, UTA is preparing for its first-ever comprehensive fundraising campaign, making this an exciting time to join the team. The role offers meaningful exposure to executive leadership, involvement in high-level initiatives, and the chance to contribute to a mission-driven university making a big impact across the region. If you enjoy staying organized, thinking ahead, and supporting leaders in a fast-moving, people-centered environment, this could be a rewarding next step in your career. Another Source’s client, The University of Texas at Arlington, is recruiting an Executive Assistant to the Vice President to join their Development and Alumni Relations team. Here’s a little about The University of Texas at Arlington (UTA) and the position they are recruiting for: As the largest university in North Texas and second largest in The University of Texas System, UTA is located in the heart of Dallas-Fort Worth, challenging our students to engage with the world around them in ways that make a measurable impact. Learn more about The University of Texas at Arlington: https://www.uta.edu/about Learn more about the Office of Development and Alumni Relations: https://www.uta.edu/administration/development The Executive Assistant provides high-level, professional administrative support to the Vice President for Development and Alumni Relations, ensuring the effectiveness of the VP’s leadership across the division. This role manages complex scheduling and travel, prepares executive-level correspondence and materials, facilitates communication with campus leadership and external stakeholders, and oversees sensitive and confidential matters with discretion. The Executive Assistant functions as the central point of coordination for the VP’s office, supports donor-related activity tracking, and helps manage administrative operations across the department, requiring strong judgment, organization, independence, and professionalism.

Requirements

A bachelor’s degree and three (3) years of upper-level administrative experience, or a high school diploma/equivalent and seven (7) years of progressively responsible administrative experience, or an equivalent combination of education and experience.
Experience with accounts and budget management.
Expertise in complex calendar management and domestic/international travel coordination.
Exceptional written, verbal, and interpersonal communication skills.
Strong analytical, organizational, and time-management skills.
Ability to handle confidential information with discretion.
Ability to prioritize and manage multiple competing deadlines.
Ability to work collaboratively across diverse units and constituencies.
Proficiency with Microsoft Office Suite (Outlook, Excel, Word, Teams) and common office applications.
Proficiency with Microsoft Office Suite (Outlook, Excel, Word, Teams, PowerPoint) and common office applications.
Demonstrated proficiency in creating PowerPoint presentations
Experience with donor databases such as Raiser’s Edge NXT.
Familiarity with PeopleSoft (UTShare) or similar administrative platforms.

Nice To Haves

Knowledge of University policies and procedures.
Proficiency in advanced computer applications, including spreadsheets, word processing, and database systems.
Experience with Blackbaud Raiser’s Edge NXT or similar donor CRM.
Familiarity with UT System policies and procedures.
Understanding of higher education operations and dynamics.

Responsibilities

Provide sophisticated, proactive calendar management for the Vice President, coordinating with university leadership (President, Provost, Deans, Vice Presidents, senior staff).
Manage complex domestic and international travel arrangements and itineraries.
Anticipate needs, prepare materials, and track deadlines for meetings, briefings, and projects requiring VP attention.
Prepare, draft, edit, and proofread high-level correspondence, reports, presentations, and confidential materials.
Conduct research and compile background materials for VP meetings and decision-making.
Maintain professional standards of accuracy and quality for all documents and communications.
Serve as the primary point of contact for all matters directed to the VP, assessing inquiries and determining appropriate action or referral.
Manage information flow between the VP and internal stakeholders, ensuring timely communication and follow-up.
Coordinate meetings with donors, corporate partners, and external constituents; manage logistics, catering, and agendas.
Track donor engagement activity for the President and Vice President using Raiser’s Edge or similar donor CRM.
Record call reports, correspondence, and interactions; run queries and reports to support weekly divisional communications.
Maintain accuracy of donor and prospect information in collaboration with Advancement Services.
Oversee daily operations of the VP office and coordinate administrative support needs across the department.
Serve as point of contact for internal administrative workflows, scheduling, and resource allocation.
Maintain organized filing systems, office processes, and workflow efficiencies.
Support divisional events, retreats, staff meetings, and donor engagements as assigned.