Executive Assistant to the VP, University Advancement

University of St. Thomas•Houston, TX

4d•Onsite

About The Position

The University of St. Thomas (www.stthom.edu), a private Catholic university committed to the liberal arts and to the religious and intellectual tradition of Catholic higher education, is seeking an Executive Assistant to the VPUA. The purpose of this position is to provide administrative support to the Vice President for University Advancement (VPUA) as well as provide administrative support to the department.

Requirements

Bachelor's degree preferred.
5+ years of administrative support and/or advancement experience.
Advanced skills in Microsoft Office Suite; Word, Excel, and PowerPoint.
Ability to work with minimal supervision.
Ability to take initiative and problem solve.
Strong verbal and written communication skills.
Excellent organizational skills, self-directed and motivated.
Ability to handle highly sensitive, confidential and non-routine information. Must maintain strict confidentiality.
Exceptional attention to detail.
Effective time management skills with an ability to manage multiple tasks and competing priorities.
Ability to display a consistent, professional degree of communication.
Ability to work well under pressure, adapt to unexpected events, prioritize and multi-task.
Ability to establish and maintain effective relationships with all levels of management and employees, including Board members, donors, volunteers, etc.
Must know how to deal with a variety of individuals in person and over the telephone.
Ability to solve problems and make decisions.
Highest degree of integrity, professionalism, diplomacy and discretion required.

Nice To Haves

Practicing Catholics who will advance the mission of the school are preferred for this position.

Responsibilities

Responsible for all duties related to the support of the VPUA.
Maintain VPUA calendar and follow-up on details of meetings.
Communicate and schedule appointments with high-level individuals (board members, donors and prospective donors) for VPUA
Maintain positive relations and interactions with key offices, including, faculty, volunteers and donors as well as UST executive leadership.
Prepare all VPUA communications, letters and written materials.
Anticipate needs for high level meetings including catering, room reservations, IT and A/V, materials, and/or gifts.
Schedule and organize activities such as internal/external meetings, departmental meetings and retreats.
Serve as liaison with senior management team members and other direct reports in support of VPUA.
Provide project management oversight and execution for ongoing and ad-hoc fundraising projects.
Provide support to Development Committee, Councils (and other Campaign Committees) as needed by coordinating and scheduling of meetings, development of materials to distribute at meetings and preparation of meeting minutes.
Maintain Slate database with VPUA's contact reports and action items related to donor activity.
Assist in preparation for VPUA's presentations, both on and off campus.
Provide VPUA support in monitoring progress of campaign and annual activities and progress toward targets.
Process travel arrangements related to the VPUA's activities.
Work with Budget Coordinator to process cash expense report reimbursement and credit card reconciliation, invoices for payment / fund transfer requests.
Maintain reservations for University Advancement Conference room(s).
Assist in defining and managing the infrastructure and systems required to support the growth and development of the Office of Advancement, resources needed to accomplish all job duties, as well as the needs of department overall.
Provide assistance with special projects as assigned by VPIA