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Executive Assistant to the Vice President of Advancement and External Relations
Executive Assistant to the Vice President of Advancement and External RelationsAbilene Christian University • Abilene, Texas, USA
Executive Assistant to the Vice President of Advancement and External Relations

Executive Assistant to the Vice President of Advancement and External Relations

Abilene Christian University • Abilene, Texas, USA
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About ACU

ACU is affiliated with the fellowship of the Church of Christ. All applicants must be professing Christians and willing to support the Christian mission and purpose of Abilene Christian University while employed by the university.

Title of Position

Executive Assistant to the Vice President of Advancement and External Relations

Posting Location

Abilene Texas

Department

Advancement and External Relations

Employee Class

Nonexempt Full-time

Basic Responsibilities

  • Provide strategic executive support for the VP to assist in managing all aspects of the VPs workload providing structure and accountability for completion of tasks.
  • Provide major gift portfolio support to the VP and the Presidents Office to ensure that priority relationships are being developed maintained and enhanced.
  • Manage the Advancement budget and personnel processes.
  • Provide general operational management for the Office of Advancement.

Essential Duties

Executive Support

  • Provide high-level administrative and strategic support to the VP managing workload priorities and follow-through on key initiatives.
  • Strategically manage the VPs calendar to ensure meetings and engagements align with division and institutional objectives.
  • Coordinate all aspects of the meeting cycle including scheduling materials preparation travel arrangements documentation of key discussions and scheduling of follow-up actions.
  • In the VPs absence ensure timely handling of requests for information or action by delegating appropriately or communicating directly with the VP.
  • Maintain a strong working knowledge of Advancement activities projects and goals to support informed decision-making.

    • Major Gifts and Constituent Relations

  • Provide major gift portfolio support for the VP and Presidents Office ensuring priority donor relationships are cultivated and maintained.
  • Coordinate local regional and national travel and meetings with donors trustees alumni and parents; track follow-up and relationship progress.
  • Collaborate with the Presidents Executive Assistant and Chief of Staff to coordinate presidential fundraising travel prepare prospect materials and confirm meeting logistics supported by advancement prospect researcher.
  • Draft edit and proofread a range of documents including correspondence proposals gift agreements and presentations.
  • Manage constituent communications on behalf of the VP ensuring timely and accurate responses.

    • Budget and Personnel Administration

  • Oversee Advancement budgets track expenditures and provide analysis during planning cycles.
  • Process purchase orders journal entries and travel reimbursements for the VP; serve as backup to the
  • Administrative Coordinator for Advancement for other division travel and purchasing management..
  • Manage personnel actions (ePAFs) for job postings hiring terminations and compensation changes; assist with onboarding of new employees.
  • Hire and supervise student employees in collaboration with the Administrative Coordinator for Advancement.

    • Operations and Project Management

  • Ensure an organized professional and collegial office environment that supports collaboration across Advancement.
  • Provide administrative support for Advancement Directors meetings and VP one-on-ones including scheduling agendas and minutes.
  • Coordinate logistics for biannual division meetings including scheduling speakers materials and catering.
  • Independently lead and support process improvement initiatives; analyze procedures recommend efficiencies and prepare reports or documentation as needed.

    • Professional Development Requirements

    Skills :

  • Excellent written and verbal communication skills
  • Highly organized and proactive approach to work load
  • Ability to work with limited supervision and serve as a division leader
  • Professional demeanor and ability to interact with many different types of constituencies
  • Goal-oriented and able to prioritize multiple demands

    • Training Modules Required :

  • CRM Advance
  • Workday
  • Google Suite (Calendar Sheets Drives Docs and Chats)
  • Microsoft Suite (Word Excel Powerpoint)
  • GiveCampus
  • Zoom

    • Qualifications

    Professional

  • High school diploma required. Bachelors degree preferred.
  • Minimum of three to five years of administrative / office management experience required demonstrating increasing levels of responsibility.
  • Budgetary or bookkeeping experience preferred.

    • Personal

  • Maturity discretion integrity and ability to manage confidential information
  • Strong interpersonal and team leadership skills
  • Demonstrated commitment to ACUs Christian mission and values

    • Physical Demands

  • Ability to work at a computer for extended periods of time
  • Ability to set up meeting sites (may involve moving and setting up tables and chairs)
  • May need to lift 25-30 pounds
  • Occasional need to work beyond regular office hours for special events

    • Additional Information

    ACU does not unlawfully discriminate on the basis of race color age sex disability genetic information national or ethnic origin in employment opportunities in keeping with applicable state and federal law.

    ACU is committed to maintaining a safe and secure campus environment and protecting the universitys financial and physical assets. Therefore Abilene Christian University conducts background checks on all candidates for employment in security sensitive positions.

    Required Experience :

    IC

    Key Skills

    Digital Marketing,Information Systems,F&B,Biomedical,Air Conditioning

    Employment Type : Full-Time

    Experience : years

    Vacancy : 1

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