University Advancement and Public Relations Executive Administrative Assistant

Eastern New Mexico University•Main Campus - Portales, NM

8d•Onsite

About The Position

Under the guidance of the Vice President of Advancement and Public Relations (VPAPR), act as an administrative partner, providing administrative support services for the Office of the Vice President of Advancement and Public Relations and for the VP.

Requirements

A high school diploma or equivalent certificate and a minimum of six years of related experience are required.
Tech savvy with a working knowledge of MS Office Suite (Word, Teams, Excel, Outlook, PowerPoint) and Zoom.
Ability to independently interpret a wide variety of policies and procedures.
A thorough, detail-oriented writer and editor.
Ability to gather and analyze data and complete routine assignments independently with general instructions.
Ability to organize and manage workflows and collaboratively delegate across the division.
Ability to establish and maintain cooperative working relationships with faculty, administrators and Advancement and Public Relations staff and managers, and external stakeholders.

Nice To Haves

Intellectual curiosity, tenacity, eternal optimism, an interest in people and their stories, higher education advancement and alumni engagement, an interest in the life-changing impact of philanthropy and higher education on families, students, and communities.

Responsibilities

Maintain VPAPR’s calendar and adjust meetings and schedules accordingly for various internal and external meetings utilizing MS Teams, Zoom, email, and phone.
In collaboration with VPAPR, manage MS Teams Channel and other internal communications for Advancement and Public Relations.
Arrange meetings and conferences with VPAPR staff, boards, faculty, and campus partners: to include preparing agenda, reserving meeting rooms, assembling and summarizing information required for coverage of agenda items, preparing and distributing minutes reflecting business covered to appropriate individuals, and working in collaboration with the VPAPR to ensure proper follow-up steps are implemented and recorded.
Receive, screen, and, as necessary, refer telephone calls to appropriate offices; help manage student workers working in the Information Desk.
Act as a collaborative partner with the VPAPR to conduct constituent research, plan strategic outreach, and assist with the planning of trips and constituent visits (in-person or virtual) locally and nationwide. This will include conducting outreach communication plans with the goal of setting visits, to include, but not limited to, email mergers in MS Word and Excel, researching and booking flights, hotels, rental cars, and restaurant reservations, and developing travel itineraries.
Help develop and implement post-trip follow-up processes aligned with donor engagement and solicitation strategies.
Help to review, coordinate, and sometimes craft, across the division, contact reports, strategy statements, and solicitation materials for constituents and academic partners.
Data entry and maintenance of donor records in Banner and other advancement databases as they come online.
Provide administrative support to other advancement teams when needed and approved by VPAPR.
Reconcile purchasing card charges and purchase orders for VPAPR.
Regular and predictable attendance is required.
Perform other related duties as assigned.