University Advancement Executive Assistant

Rochester Institute of Technology; United States; On-site; USD 33,000 - 52,000; Full time

Job summary

Rochester Institute of Technology is seeking an Executive Assistant to provide executive-level support to the Vice President for University Advancement. The role manages complex calendars, coordinates travel, prepares briefing materials, and liaises with leadership, donors, and partners.

It requires proactive, highly organized, and discreet professionals with strong communication skills. The position serves as a trusted representative of the Vice President’s Office and supports university

Qualifications

• Bachelor's degree in a related field and at least 5 years of related experience.
• Experience supporting senior executives with confidential information.
• Strong organizational and time-management skills; proactive and independent work style.

Responsibilities

• Oversees and manages complex calendars for senior leaders, ensuring efficient scheduling.
• Arranges and coordinates travel plans, including flights, accommodations, and transportation.
• Organizes, prepares, and facilitates meetings with agendas and materials.
• Drafts and reviews communications on behalf of senior leaders while maintaining confidentiality.
• Acts as primary contact between executives and internal/external stakeholders; resolves inquiries.
• Performs budget-related analysis and reconciles purchases as needed.

Skills

Calendar management

Travel coordination

Meeting facilitation

Discretion & confidentiality

Communication

Research & reporting

Education

Bachelor's degree in related field

Tools

MS Office Suite

Calendar management software

Job description

Position Overview

The University Advancement Executive Assistant provides executive-level administrative and operational support to the Vice President for University Advancement and the Associate Vice President for Advancement. As a trusted partner, this role ensures the efficient operation of the Office of the Vice President while serving as a representative of University Advancement. This position manages complex executive calendars, coordinates meetings and travel, prepares briefing materials, and facilitates communication with university leadership, trustees, donors, alumni, faculty, staff, and external partners. The Executive Assistant coordinates activities that support university priority funding initiatives and other strategic objectives while exercising sound judgment, discretion, and professionalism in handling confidential matters. The ideal candidate is proactive, highly organized, and thrives in a fast-paced environment, anticipating executive needs and building strong collaborative relationships to advance the mission of University Advancement. Exercises independent judgment in managing executive priorities and resolving complex administrative issues. Manage complex executive calendars and strategically coordinate meetings, logistics, and executive engagements with university leadership in support of university priority funding initiatives, donor engagement, and institutional priorities. Anticipates the needs of executive leadership and proactively recommends solutions. Coordinates executive engagement with donors, trustees, volunteers, university leadership, and external constituents to advance institutional priorities. Serves as a trusted representative of the Vice President's Office, fostering collaboration and effective communication across the university.

University Advancement

The Division of University Advancement partners with alumni, donors, friends, corporations, foundations, and the RIT community to inspire philanthropy and build meaningful relationships that advance the university's mission and strategic priorities. Through fundraising, alumni engagement, advancement services, and donor stewardship, the division secures philanthropic support that enhances the student experience, expands access to education, advances research and innovation, and strengthens RIT's impact around the world. University Advancement is a collaborative, mission-driven organization that values innovation, service excellence, integrity, inclusion, and relationship building. Team members work closely with university leadership, academic colleges, and campus partners to advance initiatives that have a lasting impact on students, faculty, and the broader RIT community. The Office of the Vice President serves as the strategic hub for the division, providing leadership, direction, and coordination for university-wide advancement priorities. As a member of this team, the Executive Administrative Assistant will play a vital role in supporting executive leadership, fostering collaboration across the university, and helping ensure the successful execution of initiatives that strengthen RIT's philanthropic future. This is an exciting opportunity for a highly organized, proactive professional who enjoys working in a fast-paced environment, values collaboration, and is energized by supporting meaningful work that transforms lives through philanthropy.

Essential Duties & Responsibilities

• Oversees and manage complex calendars for senior leaders, ensuring efficient scheduling and time management
• Arranges and coordinate travel plans, including booking flights, accommodations, and transportation
• Organizes and facilitate meetings, including preparing agendas, coordinating with participants, and ensuring all necessary materials are available
• Drafts, reviews, and distributes both internal and external communications on behalf of senior leaders, maintaining confidentiality and accuracy
• Acts as the primary point of contact between executives and internal/external stakeholders, ensuring effective communication and timely resolution of inquiries
• Conducts research and prepare detailed reports to support executive decision-making processes
• Organizes, maintain, and manage critical documentation, ensuring easy access, confidentiality and retrieval
• Provides administrative and logistical support for internal/ external/ national boards, committees and/or councils which the senior leader participates in
• Plans and executes senior leader college/division wide events, meetings, retreats, and staff meetings
• Performs budget-related analysis, approves and processes expenses, and reconciles purchases
• Collaborates with other administrative staff and departments to support needs of area
• Assists with special projects and initiatives as directed by senior leaders, ensuring timely and successful completion
• Other duties as assigned

Knowledge, Skills, & Abilities

• Knowledge of office management, administrative procedures and policies, and university operations to ensure effective workflow and coordination
• Knowledge of office software and databases, including tools for scheduling, data analysis, and managing academic records
• Knowledge of financial systems and budget tracking processes for maintaining expense reports and processing invoices
• Skill in scheduling, organizing, and coordinating meetings, appointments, and events for multiple stakeholders with complex calendars
• Skill in drafting and preparing professional documents, presentations, and communications
• Ability to work independently and handle multiple tasks simultaneously in a fast-paced environment while maintaining attention to detail
• Ability to handle confidential information with discretion, ensuring compliance with organizational and legal privacy standards
• Ability to maintain accurate and organized records, ensuring that academic and financial documentation is up-to-date and compliant with university standards

Minimum Education & Experience

Bachelor's degree in related field 5 years of related experience Equivalent combination of experience and education may be considered.

Job Level Overview

Operations, Administrative, Service, or Technical Support Level 3 - Senior level role with considerable knowledge and skills. Performs complex tasks and project work. Work is typically not routine and requires troubleshooting and analysis. Mentors or guides less experienced staff.

FLSA Category

Non-Exempt

Non-Exempt Work Location

On Campus

Compensation

$23.80 - $38.10 Hourly

Candidates must be eligible to work in the United States.

Additional Details

In compliance with NYS's Pay Transparency Act, the salary range for this position is listed above. Rochester Institute of Technology considers factors such as (but not limited to) scope and responsibilities of the position, candidate's work experience, education/training, key skills, internal peer equity, as well as, market and organizational considerations when extending an offer. The hiring process for this position may require a criminal background check and/or motor vehicle records check. Any verbal or written offer made is contingent on satisfactory results, as determined by Human Resources.

RIT provides equal opportunity to all qualified individuals and does not discriminate on the basis of race, color, creed, age, marital status, sex, gender, religion, sexual orientation, gender identity, gender expression, national origin, veteran status or disability in its hiring, admissions, educational programs and activities.

RIT provides reasonable accommodations to applicants with disabilities under the Rehabilitation Act, the Americans with Disabilities Act, the New York Human Rights Law, or similar applicable law. If you need reasonable accommodation for any part of the application and hiring process, please contact the Human Resources office at 585-475-2424 or email your request to [e-mail]. Determinations on requests for reasonable accommodation will be made on a case‑by‑case basis.

Founded in 1829, Rochester Institute of Technology has a long-standing history of innovation that blends the arts, technology, and experiential learning. In addition to its main campus in Rochester, New York, RIT maintains a strong international presence with over 100 active global partnerships and international campuses in Croatia, Dubai, and Kosovo. As of Fall 2024, total student enrollment across all campuses exceeded 21,000. Nationally recognized for its co-op and internship programs, RIT is supported by more than 4,000 dedicated faculty and staff members committed to student success. Its 1,300-acre suburban campus features cutting-edge facilities that reflect RIT’s strengths in applied research, design, and workforce development.