Executive Assistant

Rutgers University Foundation • New Brunswick, NJ

93d • Hybrid

About The Position

Reporting to the Vice President, Central Fundraising, the Executive Assistant provides high-level administrative support with a high level of confidentiality to the Vice President. This role requires the ability to work independently, comfortably multi-task on a wide variety of projects, possess a keen eye for detail, be able to collaborate with colleagues and follow through with minimal supervision.

Requirements

• Bachelor's degree and/or 2+ years of professional experience in fundraising, alumni relations, non-profit organizations, event planning, higher education, or related fields.

Responsibilities

• Manage the Vice President’s calendar including scheduling appointments, arranging, and coordinating logistics and making travel arrangements as needed
• Oversee logistics for high-level meetings and events, prepare agendas and other supporting documents/materials for meetings, create briefings and conduct high level research, assist/create presentations, edit materials prepared by VP and team members, and attend meetings with VP or the designees as needed for the purpose of taking notes and assisting with follow-up in a timely manner
• Meet with VP regularly to review tasks and calendars for the purpose of ensuring smooth flow of work and maintaining organizational systems in Central Fundraising
• Collaborate with Associate Director, Special Projects Central Fundraising as needed to help on projects, divisional workflow, and prioritization of VP’s time
• Participate in divisional administrative meetings as needed
• Responsible for managing timesheets and maintain/record time-off for VP’s direct reports
• Submit check requisitions, transmittal forms, expense reports, credit card reconciliations for the VP
• Assist with monitoring the overall Central Fundraising budget
• Liaise with diverse stakeholders including university and community leaders, donors/prospective donors, alumni, and friends on behalf of the VP
• Work with Research and Prospect Management, Gift Administration, Finance, and other internal departments to obtain donor information, process and track gifts, etc.
• Support in drafting gift agreements, gift processing, establishing funds, and gift acknowledgments
• Ensure accurate and timely data entry in database
• Prepare and run reports, analyze reports, and identify/help develop new reports
• Welcome and support guests for on-campus meetings and Foundation events
• Serve as a resource to Central Fundraising support staff on administrative standards and processes
• Provide backup for Central Fundraising support staff and other Executive Assistants as assigned, and be willing to cross train as needed
• Complete work and duties with a high level of confidentiality
• Perform other duties as assigned

Benefits

• Office-centric hybrid work schedule
• Comprehensive medical
• Comprehensive no cost dental, and no cost vision insurance for employee and dependents
• 403(b) plan with matching employer contribution
• Accrual of three weeks of annual vacation time, in addition to five wellness days and fifteen sick days per year
• Nine holidays, as well as four floating holidays
• Significant tuition reductions
• Professional development is highly valued at the Rutgers University Foundation, where employees are encouraged to look across the organization to develop new skills and abilities for professional career progression.
• $40 monthly cell phone reimbursement

What This Job Offers

• Job Type: Full-time
• Career Level: Executive