Executive Assistant for the Vice President of Institutional Advancement

Virginia's Community College System; Richmond (VA); On-site; USD 56,000 - 62,000; Full time

Job summary

Germanna Community College in Fredericksburg, VA seeks an Executive Assistant for the Vice President of Institutional Advancement. This role provides high‑level administrative, operational, and technical support, managing calendars, correspondence, and sensitive donor data while coordinating board activities and advancement software.

Responsibilities include data administration in Raiser's Edge NXT, GiveSmart, and BoardEffect, procurement and financial controls, and process improvements.

Qualifications

• Demonstrated success providing executive-level support, preferably within higher education, philanthropy, or nonprofit sectors.
• Strong expertise in Microsoft 365 and experience administering specialized databases (e.g., Raiser’s Edge NXT, GiveSmart, or BoardEffect).
• Knowledge of basic purchasing, accounts payable, and budget tracking under compliance controls.
• Exceptional written and interpersonal communication skills, with a proven ability to handle sensitive donor and financial information with complete confidentiality.
• Commitment to providing courteous, inclusive, and respectful service to internal and external stakeholders of diverse backgrounds.

Responsibilities

• Manage complex executive calendars, schedule high-level constituent meetings, and prepare briefing materials.
• Draft, edit, and proofread high-visibility correspondence, presentations, and reports with accuracy.
• Serve as trusted proxy for the Vice President; attend select meetings to gather insights and maintain continuity.
• Monitor action items and maintain tracking systems for deliverables and approvals.
• Coordinate board/committee meetings, notices, agendas, and minutes; administer workflows and digital board books.

Skills

Executive support

Microsoft 365

Donor database management

Written & interpersonal communication

Confidentiality & data handling

Tools

Raiser’s Edge NXT

GiveSmart

BoardEffect

Job description

Working Title Executive Assistant for the Vice President of Institutional Advancement Role Title Admin and Office Spec III Role Code 19013‑SW FLSA Nonexempt Pay Band 03 Position Number 29700114 Agency Germanna Community College Division Germanna Community College (Div) Work Location Spotsylvania – 177 Hiring Range $56,230–$62,478 Annually, Plus Full State Benefits Emergency/Essential Personnel No EEO Category 6-Administrative Support Full Time or Part Time Full Time Does this position have telework options? –Telework options are subject to change based on business needs‑ Does this position have a bilingual or multilingual skill requirement or preference? Work Schedule Monday-Friday 8:00A.M.– 4:30P.M. Or as scheduled

SENSITIVE POSITION NO JOB DESCRIPTION

Germanna Community College is a public, open access institution of higher education in the Virginia Community College System. The College is a dynamic learning organization that serves as a Germanna regional leader and preferred partner where quality learning experiences enable students to participate effectively in the social, economic, political, intellectual, and cultural life of their communities. Germanna Community College is centrally located in Fredericksburg, VA between Washington D.C. and Richmond and between the Blue Ridge mountains and the Chesapeake Bay. Full of history, the area offers a community rich with diversity, the arts, technology, vineyards, hiking, canoeing/kayaking, and many other activities.

The Executive Assistant for the Vice President of Institutional Advancement provides high-level administrative, operational, and technical support to the Vice President of Institutional Advancement and tangential support to the Foundation Board. This role serves as the central coordinator for executive logistics, financial administration, board governance, and specialized advancement software. The successful candidate will manage sensitive data with strict confidentiality and ensure seamless day‑to‑day operations across multiple foundations.

Major Duties & Responsibilities

Executive Support (40%)

• Manage complex executive calendars, schedule high-level constituent meetings, and prepare comprehensive briefing materials.
• Draft, edit, and proofread high-visibility correspondence, presentations, and reports with a high degree of accuracy.
• Acquire a deep understanding of institutional and operational priorities to serve as a trusted proxy for the Vice President; attend select internal and committee meetings on their behalf to gather insights, share updates, and maintain operational continuity.
• Monitor action items, follow up with responsible parties, and maintain tracking systems for deliverables and approvals.
• Coordinate Educational and Real Estate Foundation board and committee meetings, managing logistics, notices, agendas, and official minutes.
• Administer workflows, user permissions, and digital board books within BoardEffect.

Advancement Data & Technology Administration (30%)

• Maintain constituent and gift records in Blackbaud Raiser’s Edge NXT, ensuring data integrity through regular record clean‑up and deduplication.
• Promptly process and document charitable contributions across giving channels in compliance with established financial controls and fund restrictions.
• Manage the donor acknowledgment process, generating personalized, and IRS‑compliant letters.
• Configure and manage GiveSmart platforms for fundraising events, overseeing registration, mobile bidding, and event‑day technical troubleshooting.
• Generate accurate lists, reports, queries, and campaign dashboards to support fundraising strategies and college/Foundation reporting needs.

Procurement & Financial Administration (15%)

• Process institutional purchases and requisitions through the eVA procurement system in alignment with Commonwealth regulations.
• Coordinate purchases outside eVA according to Foundation policies, donor restrictions, and internal controls.
• Correctly distinguish and route expenses between state funds and separate Educational/Real Estate Foundation entities.
• Administer purchasing card activity, process travel reimbursements, and monitor assigned budget variances.

Reporting & Process Improvement (15%)

• Document operational procedures, identify workflow gaps, and build data trackers.
• Maintain secure electronic filing systems adhering to records‑retention requirements, and cross‑train staff on advancement software.
• Coordinate institutional advancement work requests for marketing, website updates, and newsletter submissions.

Special Assignments

May be required to perform other duties as assigned. May be required to assist the agency or state government generally in the event of an emergency declaration by the Governor.

KSA's/Required Qualifications

• Demonstrated success providing executive-level support, preferably within higher education, philanthropy, or nonprofit sectors.
• Strong expertise in Microsoft 365 and experience administering specialized databases (e.g., Raiser’s Edge NXT, GiveSmart, or BoardEffect).
• Knowledge of basic purchasing, accounts payable, and budget tracking under compliance controls. Exceptional written and interpersonal communication skills, with a proven ability to handle sensitive donor and financial information with complete confidentiality.
• Commitment to providing courteous, inclusive, and respectful service to internal and external stakeholders of diverse backgrounds.

Additional Considerations

• Experience supporting academic programs, student services, or fundraising preferably within higher education or nonprofit settings.
• Familiarity with higher education administrative and/or fundraising processes.
• Experience with Virginia’s eVA purchasing system and/or with fundraising technology, particularly Blackbaud’s Raiser’s Edge.

Operation of a State Vehicle No Supervises Employees No Required Travel

Travel between campuses and event sites will be required.

Posting Number CLS_4816P Recruitment Type General Public - G Number of Vacancies 1 Position End Date (if temporary) Job Open Date 10/20/2026 Job Close Date 11/03/2026 Open Until Filled Agency Website https://germanna.edu/ Contact Name Joshua Cave Email [e-mail] Phone Number Special Instructions to Applicants

In support of the Commonwealth’s commitment to inclusion, we are encouraging individuals with disabilities to apply through the Commonwealth’s Alternative Hiring Process. To be considered for this opportunity, applicants will need to provide their AHP Letter (formerly called a Certificate of Disability) provided by the Department for Aging & Rehabilitative Services (DARS), or the Department for the Blind & Vision Impaired (DBVI). Service‑Connected Veterans may also apply via the AHP if they also provide an AHP Letter. To request an AHP Letter, use this link: https://www.dars.virginia.gov/drs/cpid/PWContact.aspx or call DARS at 800-552-5019, or DBVI at 800-622-2155

Additional Information Background Check Statement Disclaimer The selected candidate’s offer is contingent upon the successful completion of a criminal background investigation, which may include: fingerprint checks, local agency checks, employment verification, verification of education, credit checks (relevant to employment). Additionally, selected candidates may be required to complete the Commonwealth’s Statement of Economic Interest. For more information, please follow this link: http://ethics.dls.virginia.gov/

EEO Statement The Virginia Community College System (VCCS) provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, political affiliation, veteran status, sexual orientation, gender identity or other non‑merit factors.

ADA Statement The Virginia Community College System (VCCS) is an Equal Employment Opportunity employer and complies with the Americans with Disabilities Acts (ADA and ADAAA), to provide, reasonable accommodation to applicants in need of access to the application, interviewing, and selection processes when requested.

E-Verify Statement VCCS uses E-Verify to check employee eligibility to work in the United States. You will be required to complete an I‑9 form and provide documentation of your identity for employment purposes.

Quicklink for Posting https://jobs.vccs.edu/postings/102299