Executive Assistant to VP Advancement and Alumni Engagement

Beloit College•Beloit, WI

About The Position

The Executive Assistant provides executive-level support to the Vice President for Advancement and Alumni Engagement. The position performs a broad range of office responsibilities for the Vice President and Division, including managing the office budget and workflow and facilitating communications with alumni, trustees, faculty, staff, students, and other constituents. The role requires integrity, trust, discretion, sound judgment, and the ability to manage competing priorities in a fast-paced office environment. The Executive Assistant fosters cooperation and communication within the Division, maintains the Vice President’s calendar and correspondence, manages budget and travel logistics, and supports meetings with college leaders, colleagues, volunteers, and investors. The position also provides general office support, supports Board of Trustees committees, and contributes to a positive, collegial work environment and a culture of philanthropy at Beloit College. The role frequently requires independent judgment and is performed with minimal supervision.

Requirements

High school diploma or equivalent.
More than five years of experience in a dependable, high-responsibility position.
Ability to work sensitively and professionally with diverse groups of people.
Advanced proficiency with Microsoft and Google Suite products.
Ability to learn database systems.
Excellent oral and written communication skills, including strong grammar, punctuation, spelling, and proofreading ability.
Ability to organize and prioritize workload while adapting to interruptions and changing demands.
Ability to build respectful communication with diverse stakeholders, including Board members, alumni, faculty, staff, students, and community members.
Willingness and ability to maintain confidentiality regarding College matters.
Composure and professionalism in high-pressure environments.
Self-motivation and ability to work independently with minimal guidance.

Nice To Haves

Bachelor’s degree.
Familiarity with college or university administration and an understanding of higher education.

Responsibilities

Maintain the Vice President’s calendar and assist with communications by opening, routing, and prioritizing incoming mail, email, and other correspondence, and preparing appropriate responses for the Vice President’s review.
Ensure timely information flow to and from the Vice President, prioritizing communications and handling confidential and sensitive information with discretion.
Maintain professional contact with on- and off-campus constituents on behalf of the Vice President.
Foster cooperation and communication among individuals and teams within the Division.
Manage the Division’s budget, including monthly reconciliation, travel expenses, credit card statements, and budget and expense requisitions.
Assist with preparing and facilitating the Vice President’s meetings with the College President, Senior Staff, Division members, and campus colleagues.
Arrange domestic and international travel, including appointments, transportation and lodging reservations, itineraries, maps, logistics, and meeting resources.
Schedule meetings of varying sizes and complexity with key volunteers and investors.
Prepare and enter the Vice President’s action reports concerning engagement with alumni, friends, and parents of Beloit College.
Provide general office support, order supplies, onboard new Division colleagues to operating procedures and team culture, and provide general oversight of student workers.
Prepare and initiate agendas, minutes, reports, and supporting materials for Board of Trustees committees staffed by the Vice President.
Contribute to a cooperative, collegial, and productive work environment and maintain high standards of fiscal, ethical, and professional conduct.
Exercise independent judgment and perform work with minimal supervision.
Support the College’s culture of philanthropy by taking responsibility for other special tasks as requested.