Executive Assistant to the VP of Development

Furman University•Lexington, MA

1d•Onsite

About The Position

The Executive Assistant provides high-level executive and operational support to the Vice President for Development and supports the Associate Vice President for Development and Associate Vice President for Philanthropic Strategy. This role serves as a trusted partner to senior leadership, exercising discretion, independent judgment, and strategic coordination to advance divisional priorities, donor engagement, Trustee relations, and operational excellence.

Requirements

High school diploma and 6-7 years experience in office environment or Associate Degree with 3-5 years experience in an office environment. Bachelor’s degree preferred.
Minimum 5–7 years of progressively responsible executive administrative experience (preferably in higher education, nonprofit, or advancement environments).
High level of discretion and professionalism in handling confidential matters.
Strong written and verbal communication skills.
Exceptional organizational and time-management skills.
Ability to anticipate needs and proactively solve problems.
Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
Experience with Workday, Zoom, Teams, Canva, and mail merges required.

Nice To Haves

Bachelor’s degree preferred.
Experience with Raiser's Edge NXT or similar CRM preferred.

Responsibilities

Manage complex and dynamic calendars for the VP and AVPs, prioritizing meetings and aligning schedules with strategic fundraising goals.
Arrange and coordinate donor visits including appointment inquiries, preparing briefing materials, arranging logistics, and tracking follow-up actions.
Anticipate leadership needs and independently initiate work to ensure seamless operations.
Track and manage VP’s next steps for Principal and Presidential Prospect meetings.
Enter contact reports for the VP and maintain accurate records in Raiser's Edge NXT and other systems as required.
Work with discretion and sound judgment in supporting engagement with major donors, Trustees, and key volunteers.
Support Trustee and key volunteer committees by: Preparing agendas and briefing materials Coordinating in-person and virtual logistics Recording minutes Tracking and ensuring follow-up on action items
Coordinate cultivation, solicitation, and stewardship actions in partnership with advancement services and donor relations teams.
Assist VP with Trustee solicitations and preparation of annual endowment reports.
Coordinate and track monthly donor recognition outreach (e.g., birthday correspondence).
Oversee and monitor the division budget and the budgets of the VP and AVPs.
Process payments and travel reimbursements.
Review quarterly budget-to-actual reports; prepare adjustments and assist with financial analysis.
Coordinate Workday training sessions related to budget reporting and reconciliations as needed.
Coordinate domestic travel for the VP in collaboration with the Office of the President, Development Officers, Alumni Engagement, and campus partners.
Arrange airline, hotel, and rental reservations.
Prepare comprehensive itineraries, donor research packets (provided by Advancement Services), and prospective donor gifts.
Track travel expenditures and maintain accurate database updates.
Oversee day-to-day administrative operations of the Office of Development.
Serve as primary onsite point of contact for visitors, donors, Trustees, and campus partners.
Maintain shared calendars, distribution lists, meeting space scheduling, and departmental resources (e.g. golf cart reservations, shred services).
Manage office vendors, equipment, supplies, and storage areas.
Coordinate technology for VP and AVP meetings and presentations.
Support onboarding and offboarding processes (nameplates, phone setup, access needs).
Maintain Development staff contact lists and CASE profiles.
Select and manage donor gift inventory in consultation with the VP.
Coordinate branded letterhead and envelope orders.
Prepare and process mailings as requested.
Serve as a standing member of the Professional Development Committee and liaison for the VP to support staff engagement initiatives.
Assist in planning and executing department retreats, recharge days, and celebrations.
Complete annual performance review process with supervisor and align goals with departmental and university priorities.
Frequent interaction with Furman University senior leadership, Trustees, donors, volunteers, administrators, faculty, staff, and external partners to exchange information, coordinate initiatives, and advance mutual goals.
Exercises independent judgment in prioritizing and initiating work.
Handles non-routine and complex assignments requiring interpretation of policy and procedure.
Errors may impact divisional operations and require careful attention to detail and discretion.