Executive Assistant to the Vice President for chez Harris-Stowe State University

Position Summary:
Under the direction of the Vice President for Institutional Advancement, the Executive Assistant to the Vice President for Institutional Advancement & Harris-Stowe Foundation provides high-level, confidential administrative support, ensuring efficiency and effectiveness in daily operations for both the Advancement Office and the Harris-Stowe Foundation. This position requires initiative, sound judgment, strong organizational skills, and the ability to interact professionally with donors, trustees, university leadership, faculty, staff, and students.

Primary Responsibilities

• Manage and prioritize the VP’s calendar, scheduling complex meetings and coordinating logistics for internal/external advancement and Foundation events.

• Prepare and edit correspondence, reports, meeting agendas, presentations, and board materials for both the Advancement Office and the Harris-Stowe Foundation, exercising high-level discretion.

• Organize and facilitate office and Foundation meetings, track follow-up tasks, and maintain thorough records, including board and committee minutes.

• Coordinate VP’s travel and expense processing, planning and reconciling credit card activity.

• Oversee budget monitoring for the Advancement Office and Foundation activities, including reimbursement, purchasing, and finance reports.

• Support planning and logistics of donor, alumni, and board stewardship events for both the University and the Foundation.

• Maintain office files, digital records, and Raiser’s Edge and NXT database for Advancement and Foundation operations.

• Interact professionally with donors, trustees, alumni, staff, faculty, and students; answer inquiries and make referrals using university policies and procedures.

• Supervise interns and student workers, ensuring proper cross-training and backup coverage.

• Assist with onboarding new Advancement and Foundation staff members and contribute to a positive, team-oriented office culture.

• Perform additional duties as assigned to advance institutional objectives.

• Ability to work evenings and weekends as needed; some travel required.

Qualifications

• Associate degree in business, communications, or relevant discipline preferred.

• Minimum of two years’ administrative experience; experience in advancement or nonprofit/Foundation operations preferred.

• Proven proficiency in office software (Microsoft Office, Outlook, database management).

• Outstanding verbal, written, and interpersonal communication skills.

• Experience with calendar management, budgeting, and confidential information handling.

• Professionalism, attention to detail, and independent judgment required.

EOE Statement
Harris-Stowe State University is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, age, sex, sexual orientation, gender identity or expression, national origin, genetic information, disability, or protected veteran status.