Description
Reporting directly to the Vice President of Advancement, the Executive Assistant provides high-level executive and administrative support to the Office of Advancement while also supporting the Office of Marketing & Communications. This position serves as a trusted partner by managing executive priorities, coordinating office operations, supporting special projects, and helping ensure the efficient and effective execution of departmental goals and initiatives.
The Executive Assistant serves as a professional liaison with students, faculty, staff, trustees, donors, alumni, industry partners, elected officials, and community stakeholders. The role requires exceptional organizational skills, sound judgment, initiative, discretion, and the ability to anticipate needs, manage competing priorities, and adapt to a dynamic, fast-paced environment.
The ideal candidate is highly organized, proactive, resourceful, and relationship-oriented, with outstanding communication skills and a commitment to exceptional customer service. Success in this role requires the ability to think critically, solve problems independently, manage confidential information with the highest level of professionalism, and support multiple priorities with accuracy, flexibility, and attention to detail.
The Executive Assistant thrives in a collaborative, mission-driven environment and contributes to a culture of excellence while supporting the College's advancement, marketing, and strategic engagement efforts. The ideal individual will be ready to join and support a high functioning and dynamic team.
Examples of Duties
Essential Duties and Responsibilities:
- Completes a broad variety of administrative tasks for the Offices of Advancement and Marketing/Communications including managing active calendars of appointments; composing and preparing correspondence that is sometimes confidential; arranging travel plans, itineraries, and agendas; screening incoming calls; and greeting and directing students, alumni, employees, and other visitors.
- Perform various clerical duties; review incoming mail; compose replies for signature as appropriate; assure timely preparation and maintenance of appropriate reports, statistics, and documentation; compose a variety of correspondence, memoranda, reports, and other materials; prepare and edit documents and forms; review and proof documents for accuracy, completeness, and conformance to applicable rules, regulations, and styles.
- Arrange, schedule, prepare agendas, and assemble agenda materials for a variety of meetings; record and transcribe minutes and notes as needed.
- Maintain and update Office of Advancement data tracking system(s) to reflect accurate and up to date contact information, data, and details for relevant alumni, partners, and other constituents.
- Gift Entry and associated correspondence
- Support implementation and modifications to policy and procedures for CRM database
- Perform a wide variety of difficult and complex administrative, operational, and secretarial/clerical duties requiring careful consideration, coordination, and direction.
- Prepare purchasing and receiving forms for Offices of Advancement and Marketing/Communications. Maintain database to track status. Maintain database of agreements/contracts for Offices of Advancement and Marketing/Communications.
- Support accounts payable activities; including but not limited to ordering, invoicing, processing of payments, and bank deposits.
- Promote and maintain positive staff relations; communicate information in person or by telephone where sound judgment and interpretation of policies and regulations are necessary; maintain good public relations with the community.
- Serve as a liaison between the assigned office and all levels of academic and classified staff, legislators, representatives from government and community agencies, representatives from private business, industry, the media, and the general public, direct inquiries to the proper person or department for resolution.
- Support coordination of communications, events, and activities as needed.
- Collect, compile, assemble, and prepare information, data, and reports for special projects; coordinate and assist in follow through on assignments, as necessary.
- Prepare and organize correspondence, inter-office forms, checks, requisitions, and similar documents for the Vice President of Advancement and Director of Communications and Marketing Initiatives approval and signatures.
- Communicate directly, and on behalf of the Vice President of Advancement and Director of Communications and Marketing, with Board members, faculty, staff, students, and others, on matters directed by those supervising staff.
- Provide a bridge for smooth communication between the offices of Advancement and Marketing/Communications and internal departments; demonstrating leadership to maintain credibility, trust and support with internal constituents.
- Prioritize conflicting needs, handle matters expeditiously, proactively, and follow-through on projects to successful completion, often with deadline pressures and frequent interruptions.
- Lead and/or support timely logistics coordination and implementation for office related events including the use of campus software and systems
- Performs related duties as required.
*Reasonable accommodations may be made to enable individuals with disabilities to perform these essential functions.
Other Duties and Responsibilities:
- Perform related duties as assigned by supervisor
- Maintain compliance with all company policies and procedures
Typical Qualifications
Required Knowledge, Skills, and/or Abilities:
- Demonstrated ability to anticipate needs, exercise sound judgment, and proactively resolve issues with minimal direction.
- Ability to understand executive priorities, organizational strategy, and institutional context in order to anticipate needs and effectively support executive decision-making.
- Exceptional organizational and project management skills, with the ability to prioritize multiple competing priorities while maintaining accuracy and attention to detail.
- Excellent written and verbal communication skills, including the ability to independently draft professional correspondence, reports, presentations, and executive-level communications.
- Ability to manage highly confidential and sensitive information with the highest degree of discretion, professionalism, and integrity.
- Strong interpersonal skills with the ability to build productive relationships across all levels of the College, including executive leadership, trustees, faculty, staff, students, alumni, donors, government officials, and external partners.
- Ability to analyze information, synthesize complex details, and prepare clear, concise reports, briefing materials, and recommendations.
- Demonstrated ability to think critically, make informed decisions, and adapt quickly in a fast-paced, constantly changing environment.
- Ability to independently manage executive priorities, coordinate complex schedules, meetings, travel, and special projects while ensuring seamless execution.
- Ability to interpret and apply College policies, procedures, and applicable state and federal regulations.
- Strong customer service orientation with emotional intelligence, diplomacy, tact, and professionalism in all interactions.
- Demonstrated ability to remain composed, resourceful, and effective during high-pressure, urgent, or sensitive situations.
- Advanced proficiency with Microsoft Office Suite and other business technologies, with the ability to quickly learn institutional systems and leverage technology to improve efficiency.
- Ability to work both independently and collaboratively while contributing to a positive, solutions-focused, and high-performing work environment.
Education and/or Work Experience Requirements:
- Bachelor's degree preferred
- Strong work tenure: five to 10 years of experience supporting C-Level Executives, preferably in a non-profit organization
- Proficient in Microsoft Office (Outlook, Word, Excel, and Power Point), Adobe Acrobat, and Social Media web platforms
- Experience in Advancement related CRM software preferred.
Supplemental Information
Work Environment and/or Physical Demands:
Physical Requirements:
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. This is largely a sedentary role; however, some filing and movement is required. This would require the ability to lift files and file boxes, open filing cabinets, walking, and bending or standing, as necessary.
Environment:
This job operates in a professional office environment and routinely uses standard office equipment such as a computer, phone, and copier. It usually involves an office with many interruptions; often stressful.
Required Training and Other Conditions of Employment:
Every employee at Thaddeus Stevens College will receive required trainings; additional training may be required by the department or position.
- Office of Advancement specific training will include CRM Advance & other related development software management programs.
- Evening and weekend hours may occasionally be required to support board and donor meetings, special events such as Open House, Commencement, and/or other Office of Advancement & Marketing activities.
Job Type: Full-time
Benefits:
- Dental insurance
- Employee assistance program
- Flexible spending account
- Health insurance
- Life insurance
- Paid time off
- Retirement plan
- Vision insurance
Education:
Experience:
- Administrative: 5 years (Preferred)
Work Location: In person
