Executive Assistant

Meharry Medical College; Nashville (TN); On-site; USD 50,000 - 70,000; Full time

Job summary

Meharry Medical College in Nashville, TN is seeking an Executive Assistant to support the Senior Vice President for Institutional Advancement. This role involves high-level administrative assistance, coordinating donor engagement efforts, and managing a significant budget.

The ideal candidate will have 5+ years of experience and strong skills in Microsoft Office Suite and Workday. Responsibilities include managing calendars, preparing financial reports, and ensuring effective collaboration across departments.

Qualifications

• 5+ years of relevant experience in administrative support.
• Strong organizational and time-management skills.
• Ability to maintain confidentiality.

Responsibilities

• Provide comprehensive administrative support including calendar management.
• Draft and proofread reports and presentations.
• Coordinate travel arrangements and meetings.

Skills

Executive-level administrative support

Organizational skills

Communication skills

Microsoft Office Suite

Problem-solving skills

Attention to detail

Education

Bachelor’s degree preferred or equivalent experience

Tools

Workday

Raiser’s Edge

Job description

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 $3.5 million 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.