Administrative Assistant (Advancement)

Hawaii Pacific University; Honolulu (HI); On-site; USD 45,000 - 60,000; Full time

Job summary

Hawai'i Pacific University seeks an Administrative Assistant reporting to the Vice President of Advancement. This role sustains the day-to-day effectiveness of the University Advancement office, providing executive scheduling support, intake and coordination of gifts, and budget and vendor administration.

You will be the primary contact for visitors and donors, ensuring a prompt, professional, and welcoming experience, while collaborating across the campus to advance the university's mission.

Qualifications

• Bachelor's degree or equivalent combination of education and experience.
• 2+ years in administrative or executive support, nonprofit or higher education preferred.
• Strong written and verbal communication skills.
• Highly organized with ability to multitask in a fast-paced environment.
• Proficient with Microsoft Word, Excel, Outlook, PowerPoint.
• Experience managing calendars, scheduling meetings, and travel for senior staff.
• Ability to handle confidential information with discretion.

Responsibilities

• Executive & operational support: calendar management, appointment coordination, meeting prep, travel arrangements.
• Prepare briefing materials, reports, and correspondence for donor meetings.
• Be the primary contact for University Advancement inquiries; welcome visitors and donors.
• Coordinate with departments, donors, vendors, and partners on behalf of Advancement leadership.
• Maintain departmental files and assist with agendas and team communications.
• Support gift processing, acknowledgment materials, and donor communications.

Skills

Bachelor's degree

Executive support

Calendar management

Travel coordination

Microsoft Office

Communication skills

Discretion with sensitive information

Education

Bachelor's degree or equivalent

Tools

Microsoft Office Suite

Job description

Job Summary:

Reporting to the Vice President of Advancement at Hawai'i Pacific University, the Administrative Assistant is responsible for the operational functions that sustain the day-to-day effectiveness of the University Advancement office. The Administrative Assistant owns executive scheduling support for the Vice President, the Associate Vice President, the Assistant Vice President for University Partnerships, and the Director; supports the intake, batching, and coordination of gifts for processing; supports acknowledgment execution and manages vendor and budget administration.

This is a high-trust, high-impact operational role. The capacity of HPU's frontline fundraising staff to execute cultivation visits, maintain donor relationships, and drive philanthropic production depends directly on the quality and reliability of the operational support this position provides. The Administrative Assistant is the primary point of contact for incoming inquiries to University Advancement and is responsible for ensuring that all visitors, donors, and campus partners receive a prompt, professional, and welcoming experience.

The Administrative Assistant works collaboratively with all members of the Advancement team and across the University in activities that advance the mission and vision of HPU.

This is a temporary position with an anticipated duration of six (6) months.

Location: This position will be based out of our Harbor Court offices, located in downtown Honolulu.

Qualifications:

Minimum Qualifications:

• A Bachelor's degree or equivalent combination of education and professional experience.
• Minimum of two years of professional administrative or executive support experience, preferably in a nonprofit, higher education, or fundraising environment.
• Strong written and verbal communication skills.
• Highly organized, detail-oriented, and able to manage multiple priorities simultaneously in a fast-paced environment.
• Demonstrated proficiency with Microsoft Office Suite (Word, Excel, Outlook, PowerPoint).
• Experience managing calendars, scheduling meetings, and coordinating travel arrangements for senior staff.
• Ability to handle sensitive and confidential information with discretion and professionalism.

Desired Qualifications:

• Experience in a university advancement, development, or nonprofit fundraising office.
• Familiarity with donor relationship management systems; experience with Raiser's Edge preferred.
• Experience with budget tracking, invoice processing, and vendor coordination.
• Resourceful and proactive, with the ability to anticipate needs and act independently within established guidelines.

Other Qualifications:

• Candidates must be legally authorized to work in the United States. Visa sponsorship and relocation allowance are not available for this position.
• Report to work obligations to support the department and may require work during HPU’s winter break, if necessary.
• Must meet training and background check qualifications and comply with the Protection of Minors policy.
• Upon hire, must maintain reliable personal transportation to facilitate travel between all HPU worksites and other locations as required by the position. This includes a valid driver’s license and a personal vehicle that is legally registered and insured.
• Able to work all shifts and extended hours, as applicable.
• Ability to work in a fast-paced environment requiring excellent time and stress management skills.

Key Responsibilities/Essential Job Functions:

1. Executive & Operational Support (55%)

• Provide executive scheduling support to the Vice President, the Associate Vice President, the Assistant Vice President of University Partnerships, and the Director of Alumni Engagement & Regional Strategy, including calendar management, appointment coordination, meeting preparation, and travel arrangements for donor and cultivation visits.
• Prepare and distribute briefing materials, contact reports, and correspondence in support of donor meetings and cultivation activities.
• Serve as the primary point of contact for all incoming calls and visitors to University Advancement, responding to inquiries promptly and directing them appropriately.
• Coordinate with other University departments, external donors, vendors, and partners on behalf of the Advancement leadership team.
• Organize and maintain departmental files, records, and collateral materials.
• Support the preparation of internal meeting agendas, presentation materials, and team communications.
  
  

1. Advancement Operations & Gift Administration (30%)

• Manage the intake, preparation, and submission of gifts for processing, ensuring accuracy, completeness, and proper documentation in alignment with established policies and procedures and Advancement workflows through coordination with the Data Analytics and Operations Specialist role.
• Support the preparation, assembly, and distribution of donor acknowledgment materials in coordination with Advancement leadership.
• Support the pledge reminder cycle and execution of pledge reminder communications, including preparation, tracking, and distribution in alignment with established timelines and donor segmentation
• Assist in responding to donor inquiries related to gifts, acknowledgments, and donor communications
• Support the accuracy and completeness of donor and gift records through coordination with established data management processes
• Support the preparation and distribution of stewardship reports, donor recognition materials, and related communications in coordination with Advancement staff.

1. Budget, Vendor & Administrative Management (10%)

• Administer all invoices, expense reports, and vendor payments, serving as the primary point of contact for subcontractors, suppliers, and internal and external customers.
• Support the management of the divisional budget under the direction of the Associate Vice Presidents, including tracking expenditures and preparing reconciliation reports.
• Organize and develop fundraising-related collateral, gift agreements, campaign materials, and presentation decks as needed.

1. Performs other related duties as assigned (5%)

• Actively participates as an effective member of the Advancement team by completing assigned duties and accepting additional assignments or reassignments, including support for seasonal peaks and Advancement events.
• Assists with seasonal peaks

This description is not designed to list all activities, duties or responsibilities which may be required for this job. Other duties, responsibilities and activities may be assigned at any time.