Executive Assistant to VP Advancement and Alumni Engagement

Beloit-College; Beloit (WI); On-site; USD 65,000 - 95,000; Full time

Job summary

Beloit College in Beloit, WI seeks an Executive Assistant to the Vice President for Advancement and Alumni Engagement. The role provides executive-level support, manages the calendar, communications, and the division's budget, and coordinates travel and meetings with alumni, trustees, faculty, and staff.

The ideal candidate has 5+ years in a high-responsibility role, strong discretion, and expert proficiency in Microsoft Office and Google Workspace.

Qualifications

• High school diploma or equivalent.
• Bachelor's degree desirable.
• 5+ years in a dependable, high-responsibility position.

Responsibilities

• Maintain the Vice President's calendar and handle communications with discretion.
• Ensure timely information flow to/from the Vice President and Division.
• Foster cooperation between division members and teams.
• Manage division budget, reconciliations, travel expenses, and expenditures.
• Prepare materials for meetings with College President, Senior Staff, and Trustees.
• Coordinate domestic and international travel; arrange logistics and itineraries.
• Schedule meetings with volunteers and investors.
• Prepare VP action reports on alumni engagement and involvement.
• Provide general office support and oversee student workers.
• Prepare agendas, minutes, and board-related materials.
• Foster trust, collegiality, and a productive work environment.
• Maintain high standards of conduct and confidentiality.

Skills

Calendar management

Discretion

Communication

Team collaboration

Microsoft Office

Google Workspace

Budget management

Travel coordination

Education

High school diploma

Bachelor's degree desirable

Tools

Microsoft Office

Google Workspace

Database systems

Job description

Occupational Summary:

The Executive Assistant provides executive-level support to the Vice President for Advancement and Alumni Engagement. This position performs a broad array of office responsibilities in support of the Vice President and the Division, including managing the office's budget and workflow, and facilitating and managing communication to and from the Vice President and Division to a variety of constituents, including alumni, trustees, faculty, staff, and students, with integrity, trust, and discretion. The Executive Assistant actively fosters cooperation and communication among individuals and teams within the Division, utilizes sound judgment in setting priorities and making decisions, and manages multiple priorities in a fast-paced office environment.

Characteristic Duties and Responsibilities:

1. Maintain the Vice President's calendar and assist with communications, including opening, routing, and prioritizing incoming mail, email, and other correspondence while exercising discretion in formulating appropriate responses for the Vice President's review.
2. Ensure a timely flow of information to and from the Vice President. This includes expert prioritization, handling extremely confidential and sensitive information, and maintaining highly professional contact with on- and off-campus constituencies on behalf of the Vice President.
3. Actively foster cooperation and communication between individuals and teams within the Division.
4. Manage the budget for the Division, including monthly budget reconciliation, the Vice President's travel expenses, credit card statements, and submitting the division's budget/expense requisitions.
5. Assist with the preparation and facilitation of the Vice President's meetings with the College President, Senior Staff, Division members, and campus colleagues.
6. Manage Vice President's domestic and international travel arrangements (scheduling of appointments, hotel/flight/car/train reservations; create itineraries/maps/logistics and meeting resources).
7. Schedule meetings of various sizes and complexities with key volunteers and investors.
8. Prepare and enter the Vice President's action reports related to engagement and involvement with alumni, friends, and parents of Beloit College.
9. Provide general office support, including ordering supplies, onboarding new colleagues to the Division's general operating procedures and culture of the team, and providing general oversight of student workers.
10. Prepare and initiate agendas, minutes, reports, and supporting materials for Board of Trustees committees staffed by the Vice President.
11. Contribute to an organization that places a high value on trust and teamwork, emphasizing cooperation and collegiality to foster an exceptionally positive and productive work environment.
12. Maintain the highest standards of fiscal, ethical, and professional conduct.
13. Frequently exercise independent judgment and function with minimum supervision.
14. Contribute to building a culture of philanthropy at Beloit College by taking responsibility for other special tasks as requested.

Credentials and Experience:

1. High school diploma or equivalent required.
2. A Bachelor's degree is desirable.
3. Proven track record of more than five years in a dependable, high-responsibility position.

Knowledge, Skills, and Abilities:

1. The ability to work with diverse groups of people sensitively and professionally.
2. Advanced levels of proficiency in the Microsoft and Google Suite of products required.
3. Capacity to learn database systems required.
4. Excellent oral and written communication skills, including a command of grammar, punctuation, and spelling, and exceptional proofreading ability.
5. Skilled at organizing and prioritizing workload while maintaining flexibility to handle interruptions and shifting demands.
6. Ability to build strong, respectful communication with diverse stakeholders, including Board members, alumni, faculty, staff, students, and community members.
7. Willingness and ability to maintain the confidentiality of all College matters.
8. Demonstrates composure and professionalism in high-pressure environments.
9. Self-motivated and able to work independently with minimal guidance.
10. Familiarity with college or university administration and an understanding of higher education and how it functions is preferred.

The intent of this job description is to provide the general nature and level of work required of employees who are assigned to this classification and shall not be constructed as an all-inclusive list of duties and responsibilities. Employees may be instructed to perform job-related duties and responsibilities other than those specifically presented in this description.