University Advancement Executive Assistant

Rochester Institute of Technology•Rochester, NY

2d•$24 - $38•Onsite

About The Position

The University Advancement Executive Assistant provides executive-level administrative and operational support to the Vice President for University Advancement and the Associate Vice President for Advancement. As a trusted partner, this role ensures the efficient operation of the Office of the Vice President while serving as a representative of University Advancement. This position manages complex executive calendars, coordinates meetings and travel, prepares briefing materials, and facilitates communication with university leadership, trustees, donors, alumni, faculty, staff, and external partners. The Executive Assistant coordinates activities that support university priority funding initiatives and other strategic objectives while exercising sound judgment, discretion, and professionalism in handling confidential matters. The ideal candidate is proactive, highly organized, and thrives in a fast-paced environment, anticipating executive needs and building strong collaborative relationships to advance the mission of University Advancement.

Requirements

Bachelor's degree in related field
5 years of related experience
Knowledge of office management, administrative procedures and policies, and university operations to ensure effective workflow and coordination
Knowledge of office software and databases, including tools for scheduling, data analysis, and managing academic records
Knowledge of financial systems and budget tracking processes for maintaining expense reports and processing invoices
Skill in scheduling, organizing, and coordinating meetings, appointments, and events for multiple stakeholders with complex calendars
Skill in drafting and preparing professional documents, presentations, and communications
Ability to work independently and handle multiple tasks simultaneously in a fast-paced environment while maintaining attention to detail
Ability to handle confidential information with discretion, ensuring compliance with organizational and legal privacy standards
Ability to maintain accurate and organized records, ensuring that academic and financial documentation is up-to-date and compliant with university standards
Candidates must be eligible to work in the United States.

Nice To Haves

Equivalent combination of experience and education may be considered.

Responsibilities

Oversees and manage complex calendars for senior leaders, ensuring efficient scheduling and time management
Arranges and coordinate travel plans, including booking flights, accommodations, and transportation
Organizes and facilitate meetings, including preparing agendas, coordinating with participants, and ensuring all necessary materials are available
Drafts, reviews, and distributes both internal and external communications on behalf of senior leaders, maintaining confidentiality and accuracy
Acts as the primary point of contact between executives and internal/external stakeholders, ensuring effective communication and timely resolution of inquiries
Conducts research and prepare detailed reports to support executive decision-making processes
Organizes, maintain, and manage critical documentation, ensuring easy access, confidentiality and retrieval
Provides administrative and logistical support for internal/ external/ national boards, committees and/or councils which the senior leader participates in
Plans and executes senior leader college/division wide events, meetings, retreats, and staff meetings
Performs budget-related analysis, approves and processes expenses, and reconciles purchases
Collaborates with other administrative staff and departments to support needs of area
Assists with special projects and initiatives as directed by senior leaders, ensuring timely and successful completion
Other duties as assigned