Executive Assistant, University Advancement

SPU Seattle Pacific University; United States; On-site; USD 50,000 - 70,000; Full time

Benefits offered by this job

Medical, dental, and vision insurance

Retirement account contributions

Tuition discount program

Job summary

Seattle Pacific University is looking for an experienced Executive Assistant to support the Vice President for University Advancement. This role involves managing executive operations, coordinating donor engagement efforts, and overseeing various administrative activities.

The ideal candidate will have a Bachelor's degree and at least three years of experience in executive support or office management, alongside exceptional organizational skills and a commitment to the University's Christian mission.

Qualifications

• Minimum three years of experience in executive support or office management.
• Exceptional attention to detail and organizational skills.
• Strong written and verbal communication abilities.

Responsibilities

• Manage schedules, travel arrangements, and communication for the Vice President.
• Coordinate events and donor engagement activities.
• Support administrative operations and office management tasks.

Skills

Organizational skills

Interpersonal communication

Customer service

Microsoft Office proficiency

Education

Bachelor's degree

Tools

Workday

CRM systems

Job description

Seattle Pacific University is a Christian university fully committed to engaging the culture and changing the world by graduating people of competence and character, becoming people of wisdom, and modeling grace‑filled community.

University Advancement supports the mission of SPU by fostering meaningful relationships with alumni, parents, donors, churches, foundations, and friends of the university. Through fundraising, donor stewardship, alumni engagement, and strategic partnerships, University Advancement helps secure the resources that support student success, academic excellence, and the long‑term vitality of the university.

We are seeking an experienced and highly professional Executive Assistant to provide executive administrative and operational support to the Vice President for University Advancement (VPUA) and the Office of University Advancement. This role serves as a trusted partner to the Vice President and a key representative of the Advancement Office, supporting executive‑level operations, donor engagement activities, trustee committee coordination, event planning, budget administration, office management, and cross‑campus collaboration.

What You'll Do

Executive & Administrative Support

• Manage complex calendars, scheduling, logistics, travel arrangements, and follow‑up activities
• Prepare briefing materials, reports, presentations, meeting agendas, and correspondence
• Coordinate communication and collaboration between Advancement leadership and campus partners
• Support Advancement leadership meetings, special projects, donor engagement efforts, and departmental initiatives

Donor Portfolio & Relationship Management

• Assist the Vice President in managing donor engagement activities and relationship tracking
• Maintain accurate records of donor interactions, meetings, communications, and follow‑up actions
• Coordinate donor engagement logistics and stewardship activities on behalf of the Vice President
• Monitor donor follow‑up commitments and help ensure timely completion of action items
• Help prepare donor briefing materials, visit summaries, engagement reports, and follow‑up communications
• Collaborate with Development and Engagement teams to support donor relationship strategies and priorities

Advancement Committee & Trustee Support

• Coordinate logistics, meeting materials, agendas, and communications for Advancement‑related Board committees and trustee engagement activities
• Prepare reports, presentations, and supporting materials for Board and committee meetings
• Attend assigned committee meetings, record minutes, track action items, and coordinate follow‑up activities
• Maintain committee records, trustee engagement information, and governance‑related documentation
• Support communication and logistics for trustees participating in Advancement initiatives

Communication & Constituent Engagement

• Assist with communications and presentations for donors, alumni, churches, faculty, staff, students, and community partners
• Serve as a primary point of contact for inquiries directed to the Advancement Office
• Welcome visitors and provide exceptional customer service to internal and external constituents
• Coordinate communications and information sharing across Advancement teams and university leadership
• Respond to inquiries with professionalism, diplomacy, and sound judgment

Events & Advancement Operations

• Coordinate planning and logistics for donor events, stewardship activities, campaign initiatives, and Advancement‑sponsored gatherings
• Support university events involving the Vice President and Advancement leadership
• Partner with Facilities, Campus Dining, University Events, and other departments to support event execution
• Coordinate office hospitality, supplies, and event‑related resources
• Support donor relations activities in collaboration with Development, Alumni, and Engagement teams

Student Employee & Office Coordination

• Hire, train, schedule, and supervise student employees supporting Advancement office operations
• Coordinate administrative workflows and shared office processes
• Assist with onboarding and administrative support activities for Advancement staff
• Help maintain a welcoming, organized, and professional office environment

Office & Financial Administration

• Oversee daily administrative operations for the Office of University Advancement
• Manage office supplies, equipment, vendor relationships, and facility‑related needs
• Support budget tracking, expense reconciliation, purchasing card administration, and payment processing through Workday
• Coordinate personnel action documents, leave reporting, onboarding activities, and administrative workflows
• Assist with confidential projects and executive‑level operational priorities

Qualifications

• Bachelor's degree
• Three years of upper‑level administrative, executive support, office management, or related experience (five or more years preferred)
• Exceptional organizational skills and attention to detail
• Strong written, verbal, and interpersonal communication skills
• Ability to manage multiple priorities and deadlines in a fast‑paced environment
• Demonstrated ability to exercise exceptional discretion when handling confidential donor, personnel, financial, and governance‑related information
• Professional judgment, diplomacy, and discretion when working with senior leaders and external constituents
• Strong customer service and relationship‑building skills
• Ability to work independently while contributing to a collaborative team environment
• Proficiency with Microsoft Office Suite, including Outlook, Word, Excel, Teams, and PowerPoint
• Ability to work occasional evenings and flexible hours during special events and peak Advancement activities

Preferred Qualifications

• Five or more years of executive administrative support experience
• Experience in higher education, nonprofit organizations, fundraising, donor relations, or advancement operations
• Experience supporting senior executives, trustees, committees, or donor engagement activities
• Experience with Workday, CRM systems, event coordination, or advancement‑related software platforms
• Experience coordinating budgets, purchasing, and administrative operations

Mission Alignment

• A personal commitment to Christian faith; enthusiasm for supporting SPU's mission; alignment with the University's Statement of Faith; and willingness to uphold the lifestyle standards of our Christian community

Benefits

• Medical, dental, and vision insurance premiums paid by SPU
• HSA/HRA contributions
• 7% contribution to a retirement account with immediate vesting (as eligible)
• Tuition discount program for employees and qualified dependents

Location

Seattle Pacific University, Seattle, WA (on‑campus position)

Application Information

Seattle Pacific University provides reasonable accommodation to applicants. If you need a reasonable accommodation for any portion of the application or hiring process, please contact the Human Resources Department at (206) 281‑2809, or email [e-mail].