Executive Assistant, Development and Alumni Engagement, University Advancement

External Applicants:

Please ensure all required documents are ready to upload before beginning your application, including your resume, cover letter, and any additional materials specified in the job description.

Cover Letter and Supporting Documents:

• Navigate to the "My Experience" application page.

• Locate the "Resume/CV" document upload section at the bottom of the page.

• Use the "Select Files" button to upload your cover letter, resume, and any other required supporting documents. You can select multiple files.

Important Note: The "My Experience" page is the only opportunity to attach your cover letter, resume, and supporting documents. You will not be able to modify your application or add attachments after submission.

Current Employees:

Apply from your existing Workday account in the Jobs Hub. Do not apply from this website.

A cover letter is required for all positions; optional for facilities, campus services, and hospitality roles unless otherwise specified.

Job Description Summary

Job Description

Essential Functions:

• Serves as the principal administrative contact for and liaison with all Development/Engagement team members, University Advancement constituents and external contacts.
• Provides executive-level administrative support to the VP, including the management and prioritization of the VP's complex calendar, maximizing efficiency and effectiveness of time and availability to internal and external stakeholders. Schedules and coordinates complicated travel arrangements. Anticipates needs and prepares VP for appointments and meetings.
• Using situational and data analysis, tackles and solves problems. Possesses an understanding of when items need to be escalated and articulates the issues that need to be elevated.
• Understands the VP's intent and vision. Proactively drives and tracks meeting agendas and minutes to ensure that vision is carried out and necessary action steps are taken. Serves as a partner in scheduling follow-up conversations among DAE team leaders to shepherd strategy and implementation plans.
• Develops and manages project plans for VP priorities and initiatives. Communicates effectively with stakeholders to execute plans in a timely manner and anticipates needs of the team.
• Prepares reports, presentations, packets and other communications as assigned by the Vice President.
• Engages professionally with individuals at every level of the organization, both internally and externally, as well as providing concierge-level service for high-net-worth individuals.
• Follows established budgetary procedures; prepares expense reports for VP, serves as proxy for the VP for the approval of certain financial transactions. Maintains and reconciles detailed budgets for multiple accounts.
• Provides timely and accurate reports on budget status; assists in the preparation of the annual departmental budget and assists with accurate expense projections.
• Provides logistics and planning for Development and Alumni Engagement Staff meetings, events and programs, for both on- and off-campus.
• Attends and assists with other University Advancement events.
• At times, responsibilities outside of normal working hours will occur (mornings, evenings, extended days, and weekends).
• In all things, the Executive Assistant is a diplomatic and authentic problem-solver, acts with sound judgment, balance, and perspective.
• Contributes to unit effort by accomplishing related duties as required.
• Has high standards for work and is proud to contribute to a mission-driven organization.

Required Education, Knowledge, Skills, Abilities:

• College degree, in addition to a minimum of three years' related experience supporting at the executive level. Proven skills in office administration and customer service or an equivalent combination of education and experience.
• Must be quick to learn and anticipate the needs of both individuals and the organization; demonstrated ability to be curious and a desire to be helpful.
• Strong interpersonal skills and proficiency to communicate across teams; must be a confident and kind communicator who uses judgement, discretion, discernment and nuance in day-to-day comportment.
• Ability to multitask with simultaneous projects and deadlines while demonstrating urgency, prioritization, and ownership to drive issues to completion.
• Must possess a strong work ethic, tenacity, and keen attention to detail.
• Ability to be nimble; react seamlessly to changing priorities and delivery focus.
• Capable of balancing strategy and tactical delivery.
• Ability to maintain confidentiality on all matters.
• Displays excellent problem-solving skills, an ability to diffuse difficult situations, and experience in providing feedback with transparency, kindness and empathy. Ability to foster teamwork and cooperation and build trust across diverse stakeholders, both internal and external, in a complex environment.
• Conveys respect for the dignity and abilities of all people.
• Approaches work with an attitude of servant leadership.
• Proficiency in multiple technical applications, including Microsoft Office Software (Word, PowerPoint, and Excel, Graphic and Presentation software, Database software, Zoom, AI knowledge and internet).
• Contemporary knowledge of Google Suite with the knowledge to ensure transition from network-based storage to Google Workspace, ensuring documents are organized, accessible, and shared effectively using Google Drive, Docs, Sheets and Slides.
• Excellent time and project management skills: planning, organizing, monitoring, and collaborating in a fast-paced organization.

Preferred Education, Knowledge, Skills, Abilities:

• Previous experience in a non-profit or academic (higher educational fundraising) environment.
• Experience working in fundraising database programs (i.e., Raiser's Edge, Blackbaud, etc.)
• Previous experience with progressively more responsible administrative/office management experience.

Accountabilities:

• Responsible for own work.

Physical Requirements and Environmental Conditions:

Sedentary work primarily involving sitting/standing; communicating with others to exchange information; repeating motions that may include the wrists, hands, and/or fingers; and assessing the accuracy, neatness, and thoroughness of the work assigned. No adverse environmental conditions expected.

Additional Job Description

Time Type Requirement

This position profile identifies the key responsibilities and expectations for performance. It cannot encompass all specific job tasks that an employee may be required to perform. Employees are required to follow any other job-related instructions and perform job-related duties as may be reasonably assigned by his/her supervisor.

In order to provide a safe and productive learning and living community, Wake Forest University conducts background investigations and drug screens for all final staff candidates being considered for employment.

Equal Opportunity Statement

The University is an equal opportunity employer and welcomes all qualified candidates to apply without regard to race, color, religion, national origin, sex, age, sexual orientation, gender identity and expression, genetic information, disability and military or veteran status.

Accommodations for Applicants

If you are an individual with a disability and need an accommodation to participate in the application or interview process, please contact AskHR@wfu.eduor (336) 758-4700.