EXECUTIVE ASSISTANT, VP of Development and Campaigns, Development & Alumni Relations

Boston University•Boston, MA

About The Position

Executive Assistant – for VP of Development and Campaigns Boston University Advancement With a team of over 260 employees, Boston University's Advancement division plays a vital role in fostering connections between the University and its community of supporters, including alumni, donors, parents, and friends, to elevate the University's academic and research initiatives. We harness the power of philanthropy and engagement to make an excellent education accessible and welcoming to all, and to advance BU's global leadership in research, scholarship, the arts, and professional practice. To support our work, we have built and are continuing to build an outstanding team of dynamic, mission-driven advancement professionals who constantly strive to create an environment where everyone belongs. Boston University Advancement has prioritized staff development and growth, recognizing that a skilled and motivated team is essential to its success. Through ongoing professional development opportunities, tailored training, mentorship programs, and a collaborative work environment, we foster continuous learning and career progression for our staff. This commitment to nurturing talent not only enhances our effectiveness but also ensures sustainable, long-term relationships that benefit the entire Boston University community. The Office of the Vice President for Development and Campaigns partners closely with the Senior Vice President and the President to design and implement strategies for all Boston University fundraising campaigns. These efforts build on the momentum of a dynamic new University President committed to securing transformative gifts that strengthen BU’s reputation as a globally recognized, R1 research institution with an internationally diverse community. The Office works in collaboration with the President, Provost, Deans, senior fundraisers, and other University leaders to establish and execute campaign priorities and goals. Within the Office of the Vice President for Development and Campaigns are teams focused on Major Gift Fundraising, Athletic Development, and Stewardship and Donor Relations. Job Description: The Executive Assistant is a pivotal member of the Advancement team, providing high-level support to the Vice President for Development and Campaigns (VPDC) and contributing to the success of campaign initiatives. This role serves as a trusted representative of the VPDC, managing communications and interactions with internal and external stakeholders – including senior university leaders, trustees, alumni, and donors. In addition to ensuring seamless day-to-day operations, the Executive Assistant provides high-level administrative support, anticipates needs, coordinates priorities, and enables the VPDC to focus on strategic initiatives that advance the University’s philanthropic goals. This position will also serve as administrative support back up, when needed, for the office of the SVP.

Requirements

Bachelor’s degree required.
3-5 years of experience providing executive-level administrative support in a complex organization.
Exceptional communication and interpersonal skills; ability to interact effectively and professionally with individuals at all levels, internally and externally.
Excellent organizational skills and proven ability to manage complex calendars and competing priorities.
Strong judgment and discretion in handling confidential information; operates with composure under pressure.
Ability to thrive in a fast-paced, deadline-driven environment and pivot quickly to evolving priorities.
Demonstrated ability to manage up, serve as a gatekeeper, and anticipate leadership needs.
Entrepreneurial mindset with a proactive approach to problem-solving and continuous improvement.
Collaborative and innovative, with the ability to build relationships and align priorities across teams.
Proficiency with donor databases/CRM systems and data management tools.
Strong aptitude for leveraging technology and streamlining processes to improve efficiency and accuracy.
Advanced skills in Microsoft Office Suite and other productivity platforms.
Willingness to work beyond standard hours as needed for events and high-priority meetings.

Nice To Haves

Experience in higher education or nonprofit advancement preferred.

Responsibilities

Serve as a primary point of contact for the VPDC, handling communications and inquiries from university administrators, trustees, donors, and staff.
Provide high-level administrative support, including drafting correspondence, managing confidential materials, preparing presentations, and working closely and collaboratively with the campaign team.
Maintain and update campaign, prospect and donor information and assist team members in accessing and interpreting data.
Assist with travel planning, expense reports, and other administrative duties to ensure smooth day-to-day operations.
Anticipate needs and proactively manage priorities to ensure the VPDC’s time is focused on strategic initiatives.
Coordinate complex calendars and scheduling logistics for VPDC, the campaign team, and other VPDC direct reports.
Organize and prepare agendas, briefing materials, and follow-up actions for meetings involving senior leadership and external stakeholders.
Manage event and meeting logistics, including invitations, agendas, catering and on-site coordination.
Support ongoing process improvement by identifying opportunities to streamline workflows and enhance operational efficiency.
Leverage technology and best practices to improve coordination, communication, and overall effectiveness in supporting the VPDC and campaign initiatives.
Coordinate with other administrative staff and provide training or guidance on data and operational tools as needed.
Develop knowledge of university policies and procedures and apply those to daily work.