Executive Services Administrator in Development

UTHealth Houston; Houston (TX); Hybrid; USD 65,000 - 90,000; Full time

Job summary

UTHealth Houston is seeking an experienced Executive Services Administrator to serve as a trusted operational partner to the Vice President, Principal Gifts and Strategic Initiatives, and the Executive Director, Principal Gifts.

The role provides executive-level administrative support, strategic project coordination, and operational management to enable the principal gifts team to cultivate, solicit, and steward transformational philanthropic investments.

Qualifications

• Bachelor's degree preferred for the role.
• High School Diploma or equivalent required; a bachelor's degree is strongly preferred.
• Minimum eight years of progressive administrative or executive support experience.

Responsibilities

• Serve as a trusted liaison with donors, university leadership, faculty, trustees, and external stakeholders.
• Coordinate principal gift projects by tracking deliverables and timelines.
• Prepare executive briefing materials, donor profiles, presentations, agendas, and meeting summaries.
• Provide executive services support including calendar management, travel coordination, and expense reimbursement.
• Maintain confidentiality and professionalism with donor and institutional information.

Skills

Organizational skills

Project management

Time management

Written and verbal communication

Executive presence

Education

Bachelor's degree preferred

High School Diploma or equivalent

Tools

CRM software

Fundraising databases

PowerPoint

Excel

Job description

UTHealth Houston is seeking an experienced Executive Services Administrator to serve as a trusted operational partner to the Vice President, Principal Gifts and Strategic Initiatives, and the Executive Director, Principal Gifts. This role provides executive-level administrative support, strategic project coordination, and operational management, enabling the principal gifts team to cultivate, solicit, and steward transformational philanthropic investments. The position manages complex priorities that require exceptional judgment, discretion, initiative, and organizational expertise, while ensuring the seamless execution of executive operations, donor engagement activities, proposals, stewardship initiatives, and cross-functional projects. As a key member of the Principal Gifts team, this role strengthens operational effectiveness, enhances the donor experience, and enables leadership to focus on advancing the university's ambitious philanthropic goals.

This hybrid position requires a consistent on-campus presence to support executive leadership, donor engagements, and collaborative planning activities. This role is eligible for all UTHealth Houston benefits, is salaried, and considered exempt.

What we do here changes the world.

UTHealth Houston is Texas’s resource for healthcare education, innovation, scientific discovery, and excellence in patient care. That’s where you come in.

Once you join us, you won't want to leave.

It’s because we reward our team for the excellent service they provide. Our total rewards package includes the benefits you’d expect from a top healthcare organization (benefits, insurance, etc.), plus:

• 100% paid medical premiums for our full-time employees
• Generous time off (holidays, preventative leave day, both vacation and sick time – all of which equate to around 37-38 days per year)
• The longer you stay, the more vacation you’ll accrue!
• Longevity Pay (Monthly payments after two years of service)
• Build your future with our awesome retirement/pension plan!

We take care of our employees!

As a world-renowned institution, we consider our employees’ wellbeing is important. We offer work/life services such as...

• Free financial and legal counseling
• Free mental health counseling services
• Gym membership discounts and access to wellness programs
• Other employee discounts, including entertainment, car rentals, cell phones, etc.
• Resources for child and elder care
• Plus many more!

Essential Duties And Functions

• Serve as a trusted liaison with donors, university leadership, faculty, trustees, and external stakeholders, ensuring professional and responsive communication.
• Manage principal gift projects by coordinating stakeholders, tracking deliverables, monitoring timelines, and advancing proposals, stewardship plans, and donor strategies.
• Coordinate cross-functional initiatives, track action items, and ensure accountability for the timely completion of strategic priorities.
• Prepare executive briefing materials, donor profiles, presentations, agendas, reports, and meeting summaries to support donor cultivation, solicitation, and stewardship.
• Provide executive services support, including complex calendar management, travel coordination, expense reimbursement, meeting logistics, and correspondence.
• Exercise independent judgment to prioritize competing demands, anticipate executive needs, and proactively resolve operational challenges.
• Maintain accurate documentation, records, and tracking tools to support principal gift initiatives and development operations.
• Develop executive-level presentations and reports using Microsoft Office Suite, particularly PowerPoint and Excel; experience with CRM or fundraising databases is preferred.
• Maintain the highest level of confidentiality and professionalism while handling sensitive donor and institutional information.
• Support donor events, executive meetings, and other special projects as needed.

Knowledge, Skills, And Abilities

• Exceptional organizational, project management, and time-management skills.
• Ability to manage multiple priorities with accuracy and attention to detail.
• Strong written, verbal, and interpersonal communication skills.
• Executive presence, sound judgment, discretion, diplomacy, and political acumen.
• Ability to build effective relationships with senior leaders, donors, faculty, staff, and external partners.
• Ability to work independently while contributing to a collaborative, high-performing team.

Minimum Education:

High School Diploma or equivalent required. A bachelor's Degree is strongly preferred

Minimum Experience:

At least eight (8) years of progressively responsible administrative, development, or executive support experience is required.

Physical Requirements:

Exerts up to 20 pounds of force occasionally and/or up to 10 pounds frequently and/or a negligible amount constantly to move objects.

Security Sensitive:

• 51.215 and Texas Government Code
• 411.094. To the extent that a position requires the holder to research, work on, or have access to critical infrastructure as defined in Texas Business and Commerce Code
• 117.001(2), the ability to maintain the security or integrity of the infrastructure is a minimum qualification to be hired for and to continue to be employed in that position. Personnel in such positions, and similarly situated state contractors, will be routinely reviewed to determine whether things such as criminal history or continuous connections to the government or political apparatus of a foreign adversary might prevent the applicant, employee, or contractor from being able to maintain the security or integrity of the infrastructure. A foreign adversary is a nation listed in 15 C.F.R.
• 791.4.

Residency Requirement:

Employees must permanently reside and work in the State of Texas.