Executive Assistant

Meharry Medical College; United States; On-site; USD 60,000 - 80,000; Full time

Job summary

Meharry Medical College is looking for an Executive Assistant to support the Senior Vice President for Institutional Advancement. This position involves high-level administrative tasks like managing calendars, drafting communications, and supporting fundraising initiatives.

Ideal candidates should have a Bachelor’s degree and 5+ years of administrative experience. The role emphasizes problem-solving, organization, and effective communication skills within a collaborative environment.

Qualifications

• Minimum 5+ years of relevant experience.
• Basic knowledge of budgeting and financial tracking.
• Familiarity with standard office systems.

Responsibilities

• Provide comprehensive administrative support including calendar management.
• Draft and proofread reports, presentations, and communications.
• Schedule and coordinate fundraising and donor engagement efforts.
• Assist with budgeting and financial tracking for a $3.5M budget.

Skills

Executive-level administrative support

Time-management

Effective communication

Microsoft Office Suite

Budgeting and financial tracking

Confidentiality

Problem-solving

Education

Bachelor’s degree or equivalent experience

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.

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.
• 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.

Knowledge, Skills and Abilities

• 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

• 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.