Executive Assistant, University Advancement

Seattle Pacific University•Lexington, MA

1d•Onsite

About The Position

Seattle Pacific University is seeking an experienced and highly professional Executive Assistant to provide executive administrative and operational support to the Vice President for University Advancement (VPUA) and the Office of University Advancement. The Executive Assistant position supports Seattle Pacific University’s mission by contributing to a Christ‑centered learning and working community committed to academic excellence, service, and engagement with the world. This role serves as a trusted partner to the Vice President and a key representative of the Advancement Office. The Executive Assistant supports executive-level operations, donor engagement activities, trustee committee coordination, event planning, budget administration, office management, and cross-campus collaboration. The ideal candidate is exceptionally organized, relationship-oriented, and able to manage competing priorities with discretion, professionalism, and attention to detail. This position regularly interacts with university leaders, trustees, donors, alumni, faculty, staff, students, and community partners, requiring excellent communication skills and the ability to handle confidential information with sound judgment and integrity. This role offers a unique opportunity to support donor engagement, philanthropic partnerships, and university advancement initiatives while working closely with senior university leadership.

Requirements

Bachelor's degree
Three years of upper-level administrative, executive support, office management, or related experience
Exceptional organizational skills and attention to detail
Strong written, verbal, and interpersonal communication skills
Ability to manage multiple priorities and deadlines in a fast-paced environment
Demonstrated ability to exercise exceptional discretion when handling confidential donor, personnel, financial, and governance-related information
Professional judgment, diplomacy, and discretion when working with senior leaders and external constituents
Strong customer service and relationship-building skills
Ability to work independently while contributing to a collaborative team environment
Proficiency with Microsoft Office Suite, including Outlook, Word, Excel, Teams, and PowerPoint
Ability to work occasional evenings and flexible hours during special events and peak Advancement activities
Mission Alignment: A personal commitment to Christian faith; enthusiasm for supporting SPU's mission; alignment with the University's Statement of Faith; and willingness to uphold the lifestyle standards of our Christian community

Nice To Haves

Five or more years of executive administrative support experience
Experience in higher education, nonprofit organizations, fundraising, donor relations, or advancement operations
Experience supporting senior executives, trustees, committees, or donor engagement activities
Experience with Workday, CRM systems, event coordination, or advancement-related software platforms
Experience coordinating budgets, purchasing, and administrative operations

Responsibilities

Provide high-level executive administrative and operational support to the Vice President for University Advancement
Manage complex calendars, scheduling, logistics, travel arrangements, and follow-up activities
Prepare briefing materials, reports, presentations, meeting agendas, and correspondence
Coordinate communication and collaboration between Advancement leadership and campus partners
Support Advancement leadership meetings, special projects, donor engagement efforts, and departmental initiatives
Assist the Vice President in managing donor engagement activities and relationship tracking
Maintain accurate records of donor interactions, meetings, communications, and follow-up actions
Coordinate donor engagement logistics and stewardship activities on behalf of the Vice President
Monitor donor follow-up commitments and help ensure timely completion of action items
Assist in maintaining donor records and supporting donor moves-management processes
Help prepare donor briefing materials, visit summaries, engagement reports, and follow-up communications
Collaborate with Development and Engagement teams to support donor relationship strategies and priorities
Coordinate logistics, meeting materials, agendas, and communications for Advancement-related Board committees and trustee engagement activities
Prepare reports, presentations, and supporting materials for Board and committee meetings
Attend assigned committee meetings, record minutes, track action items, and coordinate follow-up activities
Maintain committee records, trustee engagement information, and governance-related documentation
Support communication and logistics for trustees participating in Advancement initiatives
Assist with communications and presentations for donors, alumni, churches, faculty, staff, students, and community partners
Serve as a primary point of contact for inquiries directed to the Advancement Office
Welcome visitors and provide exceptional customer service to internal and external constituents
Coordinate communications and information sharing across Advancement teams and university leadership
Respond to inquiries with professionalism, diplomacy, and sound judgment
Coordinate planning and logistics for donor events, stewardship activities, campaign initiatives, and Advancement-sponsored gatherings
Support university events involving the Vice President and Advancement leadership
Partner with Facilities, Campus Dining, University Events, and other departments to support event execution
Coordinate office hospitality, supplies, and event-related resources
Support donor relations activities in collaboration with Development, Alumni, and Engagement teams
Hire, train, schedule, and supervise student employees supporting Advancement office operations
Coordinate administrative workflows and shared office processes
Assist with onboarding and administrative support activities for Advancement staff
Help maintain a welcoming, organized, and professional office environment
Oversee daily administrative operations for the Office of University Advancement
Manage office supplies, equipment, vendor relationships, and facility-related needs
Support budget tracking, expense reconciliation, purchasing card administration, and payment processing through Workday
Coordinate personnel action documents, leave reporting, onboarding activities, and administrative workflows
Assist with confidential projects and executive-level operational priorities