JOB TITLE: Executive Assistant to the President & CEO
REPORTS TO: President & CEO
EXPECTED SALARY RANGE: $ $70,000 – 85,000; plus the UVM Foundation’s progressive benefits package which includes: a comprehensive health plan; dental, vision, and life insurance, a robust paid time off package; a 403(b) plan with immediate vesting and contributions; and tuition remission.
EFFECTIVE DATE: August 3, 2026, or a negotiated date agreed upon by both parties
FTE: Full-Time
LOCATION: Burlington, Vermont
JOB-TYPE/HOURS: On-site. This position will require occasional work outside of standard business days and hours.
JOB SUMMARY:
The Executive Assistant to the President & CEO helps drive philanthropy and enhance the reputation of the University of Vermont (UVM) Foundation by providing high-level administrative support for the President & CEO. The person in this role uses detailed-orientated administrative and strategic decision-making skills, combined with high-level relationship-building, to enhance the ability of the Foundation President & CEO to successfully lead a dynamic and complex organization.
ESSENTIAL FUNCTIONS
90% Executive Support for the President & CEO
- Provide strategic, thoughtful, and proactive support that maximizes the President & CEO’s attention to matters of highest value, enhances their productivity, and their overall professional welfare as they carry out their work in advancement of the Foundation’s mission.
- Support the CEO’s efficient use of time. In partnership senior leaders, determine priority of matters for the President & CEO’s attention and keep them advised of timelines and necessary next steps; redirect non-priority matters to other staff, or handle matters personally, as appropriate; serve as eyes and ears for the CEO, keeping them connected to critical people, projects, and information; filter and attend to the CEO’s day-to-day functions so that they can focus on high-level leadership and strategy.
- Serve as a liaison between the President & CEO, Foundation staff, institutional partners, donors, alumni, and the public: monitor inbound emails/messages to the President & CEO and flag time-sensitive or important items; compose and deliver routine replies, correspondence, and messages on the President & CEO’s behalf; keep the President & CEO informed about the status of priority conversations; receive and screen the President & CEO’s phone calls and visitors; answer questions with tact and diplomacy; direct calls/emails for resolution by other staff members as appropriate.
- Manage the President & CEO’s calendar: schedule and confirm meetings/calls with internal and external parties, including campus partners, donors, and alumni. Exercise discretion and intention in prioritizing, organizing, and committing the President & CEO’s time.
- Schedule Senior Team meetings and other high-level leadership meetings; coordinate and distribute agendas and materials in advance; attend meetings as appropriate to record minutes, capture key decisions and action items, and ensure timely follow-up.
- Manage the President & CEO’s meeting/call logistics: in partnership with Development, Stewardship, and Events Team, determine and arrange appropriate locations/platforms, catering, A/V support, etc.
- Assist with the President & CEO’s meeting/call preparation, execution, and follow-up: in coordination with Foundation leadership and colleagues, develop meeting briefings, prepare agendas, develop presentations, attend meetings (to take notes, draft minutes, prepare summaries, assist with logistics, etc.), and carry out follow-up actions as necessary. Share information and outcomes with relevant parties and enter contact reports as needed into the CRM to document the President & CEO’s relationships and activities.
- Coordinate travel logistics for the President & CEO, and (as requested) for other University and Foundation employees who are traveling with the President & CEO – research, book, and confirm all forms of transportation, lodging, and dining arrangements; prepare and maintain detailed itineraries; monitor travel arrangements and help address travel disruptions or challenges.
- Manage ongoing communications on behalf of the President & CEO to the Foundation Board, Foundation staff, and other key stakeholder groups to ensure consistent, visible, timely, and transparent communication from the President & CEO.
- Utilize the Customer Relationship Management database (CRM) to support the President & CEO in fundraising activity and relationship management. This includes: generating reports; entering and updating proposals; and entering contact reports. Leverage CRM to provide critical information to the President & CEO, to ensure the Development Team’s business plan is based on data-informed fundraising strategies. This could include: portfolio analysis, donor engagement tracking, pipeline movement, and stewardship compliance.
- Perform customary clerical duties in support of the President & CEO – maintain confidential paper and electronic records and filing systems; handle printing, faxing, mailing/shipping, copying, transcription; prepare, reconcile, and submit expense reports; coordinate office supplies and office maintenance, etc.
10% Other Responsibilities (as assigned)
- Support other executive-level leaders with calendaring, travel arrangements, and expenses on an as-needed basis, as directed by the President and CEO.
- Execute, or assist with, special projects.
- Provide temporary coverage of other administrative support functions across the organization when needed.
- Participate in, and support, Foundation programs and events as needed.
MINIMUM SKILLS & ABILITIES
- Self-starter with the ability and desire to achieve a high level of productivity and success and to consistently seek new opportunities to learn and grow.
- Highly organized and attentive to detail, able to manage multiple priorities for senior leaders with accuracy and efficiency.
- Analytical and forward‑thinking, able to interpret information, anticipate needs, and support data‑informed decision‑making.
- An effective communicator, able to draft, edit, and convey information clearly and professionally in both written and verbal forms.
- Collaborative and team‑oriented, able to build productive relationships and contribute positively to shared goals.
- Strategic and proactive, able to exercise sound judgment, prioritize tasks, and take initiative in a dynamic environment.
- Discreet and professionally grounded, able to maintain confidentiality and interact effectively with a wide range of stakeholders.
- Committed to diversity, equity, and inclusion; able to apply these principles meaningfully in daily work and strategic processes.
- Technologically proficient, with strong capabilities in word processing, editing, and proofreading, as well as working with spreadsheets and database management.
- Professional in presence and demeanor, able to represent the Foundation effectively in all forms of interaction.
- Ability to work independently and use good judgement with limited supervision;
Commitment to the mission and values of the University of Vermont Foundation.
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PREFERRED SKILLS & ABILITIES
- Demonstrated success providing direct support to organizational leaders to help them achieve institutional objectives;
- Understanding of—and enthusiastic commitment to—the use of technology for time management, project management/tracking, and communications;
- Familiarity with the higher education landscape through employment, volunteerism, or advanced study.
MINIMUM EDUCATION & EXPERIENCE
- Bachelor’s degree and at least three years of relevant experience; or any combination of education and/or experience from which comparable knowledge, skills, and abilities have been developed.
PREFERRED EDUCATION & EXPERIENCE
- Bachelor’s degree and at least five years of experience providing leadership-level administrative support and interacting with external clients, preferably in higher education or other complex organizational environments; or any equivalent combination of education and/or experience in which substantial relevant success and accomplishment has been demonstrated.
