Senior Executive Assistant & Projects Coordinator

Roanoke College; Salem (VA); On-site; USD 60,000 - 90,000; Full time

Job summary

Roanoke College seeks a Senior Executive Assistant & Project Coordinator to provide high-level executive, administrative, and operational leadership in support of the Vice President for Advancement. This role drives critical Advancement processes, including executive operations, fundraising support, and records management, serving as a trusted partner to donors, trustees, and campus colleagues.

The position oversees essential workflows, budgets, onboarding, and cross-functional coordination,

Qualifications

• Bachelor's degree or equivalent combination of education and experience.
• 3 to 5 years of administrative, executive support, advancement, fundraising, or related experience.
• Strong organizational, project management, communication, and interpersonal skills.
• Ability to manage confidential information with discretion.
• High attention to detail and accuracy.
• Ability to exercise discretion and independent judgment with minimal supervision.
• Proficiency in Microsoft Office Suite.
• Ability to work independently and collaboratively.
• Ability to support occasional evening and weekend events.
• Valid driver's license and ability to travel locally.

Responsibilities

• Own and manage the Vice President's calendar, meetings, travel, expense reporting, and related executive support processes.
• Serve as a primary point of contact for internal and external constituents, independently addressing routine matters and appropriately escalating complex issues.
• Prepare correspondence, agendas, reports, presentations, briefing materials, and executive communications.
• Anticipate needs, assess competing priorities, and determine appropriate actions to support executive decision-making and divisional objectives.
• Manage executive office workflows and communication processes to ensure timely follow-up, accountability, and execution of priorities.
• Exercise discretion and independent judgment in handling confidential, sensitive, and strategic information.
• Develop, maintain, and distribute divisional calendars, schedules, and operational planning tools.
• Own, administer, and continuously improve departmental records, systems, workflows, and administrative processes.
• Manage divisional purchasing, invoice processing, office supply administration, and related operational procedures.
• Reconcile departmental expenses and monitor routine budget-related transactions in partnership with the Budget Manager.
• Lead onboarding logistics, workspace preparation, and administrative integration processes for new team members.
• Evaluate administrative procedures and implement process improvements that enhance efficiency, effectiveness, and customer service.
• Develop and document standard operating procedures and best practices to ensure consistency and operational continuity.
• May supervise, train, and direct the work of student assistants.
• Coordinate administrative support for Advancement committees, campaign activities, volunteer leadership groups, and advisory boards.
• Prepare meeting materials, record minutes, track decisions, and monitor follow-up activities.
• Manage logistical planning and operational support for donor, stewardship, campaign, and planned giving events.
• Ensure event-related processes, communications, documentation, and follow-up activities are completed accurately and on schedule.
• Provide occasional evening and weekend support for Advancement events and activities.
• Own and administer Advancement records management, document retention, and information governance processes.
• Ensure data integrity, confidentiality, and compliance standards are maintained across constituent and advancement systems.
• Develop, maintain, and improve reporting tools, tracking mechanisms, and operational dashboards that support informed decision-making.
• Monitor data quality and recommend corrective actions and process enhancements as needed.
• Serve as a departmental resource regarding advancement databases, reporting tools, and business processes.
• Generate and distribute reports in support of fundraising, planned giving, stewardship, and operational objectives.

Education

Bachelor's degree or equivalent combination of education and experience

Job description

Roanoke College seeks a Senior Executive Assistant & Project Coordinator to provide high-level executive, administrative, and operational leadership in support of the Vice President for Advancement. This role drives critical Advancement processes, including executive operations, fundraising support, and records management, serving as a trusted partner to donors, trustees, and campus colleagues.

The position oversees essential workflows, budgets, onboarding, and cross-functional coordination,