Executive Assistant, Office of Advancement bei Palm Beach Atlantic University

Executive Assistant, Office of Advancement

SUMMARY

Calendar Management and Scheduling

• Maintains and prioritizes the Executive Vice President's daily, weekly, and monthly calendar.
• Coordinates and confirms appointments with internal and external stakeholders.
• Adapts schedules to accommodate last-minute changes or urgent meetings.
• Provides reminders and updates about upcoming appointments and events.
• Ensures that the Executive Vice President is prepared for meetings with necessary documentation and materials.
• Researches and recommends travel options based on budget and preferences, ensuring cost-effectiveness.
• Prepares detailed itineraries that include travel times, accommodations, and contact information.
• Coordinates with external travel companies, when necessary, to ensure smooth travel experiences.
• Proactively anticipates travel needs and to address any potential issues or adjustments preemptively.
• Assists in preparing the President’s Office for Donor meetings for which the Executive Vice President attends.

Meeting Coordination and Support

• Organizes logistics for meetings, including venue selection, seating arrangements, and technology setup.
• Organizes gifts and presentations for donor meetings.
• Collaborates with team members to develop detailed meeting agendas.
• Records and distributes accurate meeting minutes to all participants promptly.
• Executes on actionable items and commitments made during meetings to ensure accountability.
• Schedules follow-up meetings as necessary to progress ongoing discussions.

Correspondence and Communication

• Drafts, edits, and proofreads a variety of correspondence, including emails and official letters.
• Documents and updates Raisers Edge Database information for key contacts and stakeholders ensuring effective communication.
• Identifies and prioritizes incoming communication, escalating urgent matters as needed.
• Streamlines and corresponds to general inquiries on behalf of the Executive Vice President or routes them to appropriate personnel.
• Prepares briefing materials and necessary background information for the Executive Vice President prior to important discussions.

Project Management

• Assists in defining project scopes, timelines, and deliverables related to the Executive Vice President's initiatives.
• Monitors project progress and provides regular status updates to the Executive Vice President.
• Collaborates with department heads to ensure alignment and coordination of major projects.
• Organizes and facilitates project-related meetings, ensuring participation from all relevant parties.
• Compiles project reports and presentations for review by the Executive Vice President and stakeholders.

Liaison and Relationship Management

• Develops and maintains relationships with key stakeholders, including donors, colleagues, and community partners.
• Assists with the planning and execution of events, receptions, or meetings with external stakeholders.
• Facilitates connections among various parties to strengthen collaboration and support for initiatives.
• Gathers feedback from donors to improve engagement and overall experiences with the Executive Vice President.
• Records and updates progress of donor engagements in Raisers Edge to track donor relationship cultivation.

File and Record Maintenance

• Implements and maintains an organized filing system for both electronic and physical documents.
• Manages expenses and submits all documentation in a timely manner.
• Organizes sensitive information ensuring it is handled according to privacy policies and organizational standards.
• Reviews and updates files to ensure accuracy and completeness.
• Assists in the digitization of records and streamlining of documentation processes when feasible.
• Conducts periodic audits of files and records to maintain compliance and organization.
• Manages travel-related expenses, compiling and submitting reimbursement requests in a timely manner.

Qualifications

EDUCATION:

EXPERIENCE:

ESSENTIAL COMPETENCIES (Knowledge, Skills, and Abilities)

• Customer Service Orientation – Keeps internal and/or external key stakeholder(s), students, parents, faculty, staff and community partners in mind at all times.
• Professionalism – Displays a high level of professionalism, e.g. timeliness, reliability, communication, and work ethic.
• Christ-first Faith – Provides spiritual support to community members, including students, on their Christian faith journey.
• Adaptable/Flexibility – Ability to change or adjust to change.
• Attention to Detail – Ability to efficiently and accurately focus on a specific task or number of tasks. Reviews details with a critical eye.
• Confidentiality – Maintains the necessary confidentiality and discretion required for the position.
• Conflict Management – Functions professionally and wisely during difficult conversations, while under stress, and while managing challenging situations.
• Continuous Improvement – Implement or brainstorm ways to optimize a process.
• Effective Communication – Expresses ideas and information in a clear and concise manner both verbally and in writing to convey clear, well-articulated messaging across a wide variety of audiences.
• Establishes Trust – Gains the confidence of others by actions and words that promote being honest, forthcoming, and vulnerable.
• Problem-solving – Anticipates, evaluates, diagnoses, and resolves problems in a systematic and fact-based manner.
• Project and Time Management – Effective planning and priority setting. Ability to manage several complex projects simultaneously while working under pressure to meet deadlines.
• Results Orientation & Accountability – Takes accountability and identifies, executes and drives actions to consistently achieve desired results.
• Self-development – Grow one’s self-awareness, abilities, skills, and/or talent.
• Teamwork & Collaboration – Creates a climate that fosters commitment to a common vision and shared values that promote cooperation and working together through trust and support of others both departmentally and cross-functionally.

ADDITIONAL REQUIREMENTS:

• Ability to travel 10% of the time.
• Ability to work non-routine hours during certain times of the year.
• Ability to sit for prolonged periods of time.
• Ability to traverse campus and stairs.
• Ability to lift/move objects up to 25 pounds.