Executive Assistant

Meharry Medical College; Nashville (TN); On-site; USD 65,000 - 95,000; Full time

Job summary

Meharry Medical College in Nashville seeks an Executive Assistant to the Senior Vice President for Institutional Advancement. This role provides high‑level, confidential administrative and operational support to the SVP and the Division of Institutional Advancement, coordinating fundraising and donor engagement.

You will manage complex calendars, prepare presentations and reports, assist with budgeting and financial tracking for a $3.5M portfolio, coordinate events, and liaise with internal and

Qualifications

• Bachelor's degree preferred or equivalent experience.
• Minimum 5+ years of relevant experience in executive support.
• Ability to handle confidential information and operate with discretion.
• Experience with budgeting and financial tracking related to program portfolios.
• Strong coordination and communication skills with internal and external partners.

Responsibilities

• Provide high-level administrative support to the Senior Vice President for Institutional Advancement.
• Manage calendars, meetings, correspondence, and travel arrangements.
• Prepare agendas, briefing materials, presentations, and reports.
• Support budgeting, financial tracking, and a $3.5M budget.
• Coordinate fundraising activities, donor engagement, and advancement initiatives.
• Prepare donor briefing materials and coordinate events and campus visits.
• Collaborate with internal departments and external partners to ensure timely deliverables.

Skills

Executive support

Calendar management

Travel coordination

Budget tracking

Vendor management

Donor relations

Communication

Microsoft Office

Workday

Raiser's Edge

Cross-functional collaboration

Budgeting

Education

Bachelor's degree preferred

Tools

Workday

Raiser's Edge

Microsoft Office

Job description

The Executive Assistant to the Senior Vice President for Institutional Advancement

The Executive Assistant to the Senior Vice President for Institutional Advancement provides high-level, complex, and confidential administrative and operational support to the Senior Vice President and the Division of Institutional Advancement. This role serves as a central coordinating point for advancement operations, supporting fundraising, donor engagement, and strategic initiatives.

Essential Functions (Principal Duties and Job Responsibilities)

• Provide comprehensive administrative support including calendar management, meeting coordination, and correspondence.
• Draft, edit, and proofread reports, presentations, and communications.
• Prepare agendas, briefing materials, and meeting summaries.
• Manage records, contracts, and agreements.
• Schedule and coordinate monthly team meetings, including preparing presentations and materials.
• Coordinate bi-weekly departmental leadership meetings, including agenda development, materials preparation, and follow-up.
• Coordinate travel arrangements and reimbursements.
• Coordinate fundraising, donor engagement, and advancement initiatives.
• Provide campaign assistance, including support for comprehensive and capital campaigns.
• Schedule donor meetings, campus visits, and events.
• Prepare donor briefing materials and track follow-ups.
• Support execution of advancement events, including occasional evening and weekend work.
• Collaborate with internal departments and external partners.
• Provide excellent customer service to donors and stakeholders.
• Manage cross-functional projects and timelines.
• Improve workflows and operational efficiency.
• Assist with budgeting and financial tracking; support management of a $3.5M budget.
• Prepare financial reports and materials for leadership.
• Prepare executive-level presentations, including materials for budget hearings.
• Process purchase requisitions, vendor contracts, and payments using Workday.
• Manage departmental purchasing processes.
• Coordinate new vendor setup and onboarding for the department.
• Ensure compliance with institutional and financial policies.
• Utilize Raiser's Edge for donor and gift tracking.
• Ensure data accuracy and reporting support.
• Proficient in Workday (requisitions, purchasing, vendor management, and financial processing).

Knowledge, Skills and Abilities Required

• Working knowledge of executive-level administrative support functions.
• Knowledge of office operations and business processes.
• Basic knowledge of budgeting and financial tracking.
• Knowledge of procurement processes.
• Familiarity with standard office systems.
• Strong organizational and time-management skills.
• Effective communication skills.
• Proficiency in Microsoft Office Suite.
• Attention to detail.
• Problem-solving skills.
• Maintain confidentiality.
• Work independently and collaboratively.
• Adapt to changing priorities.
• Build effective internal & external relationships.

Education and Experience Required

• Bachelor's degree preferred or equivalent experience.
• Minimum 5+ years of relevant experience.

Equal Employment Opportunity Statement

Meharry Medical College complies with Title IX and is an affirmative action employer.

Candidates will be considered for employment without discrimination for an non-merit reason such as race, color, national origin, sex, religion, age, handicap or veteran status.