Executive Assistant to VP of College Advancement & Secretary to the Foundation Board presso The College of New Jersey

To enrich education through diversity, The College of New Jersey is an Equal Opportunity Employer and is dedicated to the goal of building a culturally diverse staff committed to teaching and working in a diverse environment, and strongly encourages applications from women, minorities, individuals with disabilities and veterans.

Close Date: 
Job Title: Executive Assistant to the Vice President of Student Advancement & Secretary to the Foundation
NJ CSC Job Title & Code: 81264, Professional Services Specialist 2 (A)
Job Category: CWA, full-time, 35 Hour Workweek, Exempt
Class Code: 24
Internal Salary Range: $73,706.89 - 108,073.49
External Salary Range: $73,706.89 - $84,016.87 (Steps 1-4)
The internal salary range is used for applicants who are current NJ state employees with underlying classified status for promotional calculations who meet the requirements below. 
The external salary range is used for candidates who are not NJ state employees who meet the requirements below. 

Position Summary:

Reporting to the Vice President, the Executive Assistant to the Vice President of College Advancement and Secretary to the Foundation provides high-level executive and governance support, collaborating closely with departments across the division and its auxiliary enterprises. As a member of the Vice President's leadership team, this role partners with the Vice President to promote effective board governance and strengthen collaboration between the Foundation and the College. The Secretary advises the Vice President on board-related matters and serves as the primary liaison between the board and the institution on issues of policy, procedure, governance, and communications.

Main Responsibilities:

•  Provides comprehensive executive support to the Vice President of College Advancement, including managing calendars and schedules, coordinating meetings and travel, facilitating effective communication, and overseeing the organization and maintenance of office files and records.
• Manages the department's budget, providing recommendations to the Vice President on expenditures and financial matters based on analysis of prior-year trends and spending patterns. Oversees and administers purchase requisitions, vendor payments, expense reports, and credit card reconciliations.
• Provides executive-level governance and administrative support to the Foundation Board, delivering strategic, high-level, and confidential counsel, planning, and coordination. Cultivates strong relationships with board members and maintains consistent communication to ensure alignment with institutional priorities. Oversees the preparation of board and committee materials, including agendas, minutes, correspondence, and briefing documents.
• Develops talking points and scripts for the board chair and other members, and serves as the official recording secretary for the Foundation Board and its committees, ensuring the accuracy, integrity, and confidentiality of all governance records.
• Oversees the planning, coordination, and execution of all board-related activities, ensuring alignment with institutional priorities and governance best practices. Directs the scheduling, budgeting, and strategic communications for board operations, and ensures the timely preparation and distribution of high-quality meeting materials. 
• Manages all aspects of board member engagement from appointment through completion of service, including onboarding, orientation, participation coordination, recognition initiatives, and end-of-term transitions. 
• Maintains the official and permanent governance records of the Foundation Board, including meeting archives, bylaws, policies, and other governing documents, ensuring accuracy, integrity, and compliance.
• Supports gift processing and stewardship operations as needed, ensuring the seamless execution of donor recognition, data integrity, and compliance with institutional and philanthropic standards. Serves as a trusted backup to maintain continuity of operations and uphold the quality and timeliness of donor engagement efforts.

Required Qualifications:  

•  Exceptional written, verbal, and interpersonal communication skills, with the ability to draft professional correspondence, prepare reports, and create presentation materials.
•  Proven ability to build and maintain strong, collaborative relationships with internal and external stakeholders, including board members, donors, and senior leadership.
• Demonstrated ability to provide high-level administrative, organizational, and strategic support to senior executives in a fast-paced environment. Flexibility to adjust to changing priorities, work independently, and exercise sound judgment under pressure.
• Understanding of board governance principles, nonprofit operations, and the role of a board in advancing institutional priorities.
• Experience in planning, coordinating, and executing high-level meetings, events, and travel arrangements.
• Strong planning, time management, and prioritization skills, with the ability to manage multiple projects, deadlines, and shifting priorities. 
• Demonstrated capacity to handle sensitive and confidential information with the highest degree of integrity.

Persons with disabilities may request reasonable accommodations in order to perform the essential functions of the position. If the requested accommodation(s) cannot be made because it would cause the employer undue hardship, the applicant may not be eligible for the position.

Preferred Qualifications:

• Minimum of 5–7 years of progressively responsible administrative experience supporting senior executives, preferably in higher education, nonprofit, or advancement/fundraising environments.
• Strong written and verbal communication skills. Demonstrated experience providing governance support to a board of directors, trustees, or similar governing body, including preparation of meeting materials, minutes, and official records.
• Strong administrative and organizational skills, including use of technology.
• Ability to manage multiple projects at a time.
• Experience in higher education or not-for-profit sector

• Experience in the not-for-profit foundation sector

   

Employer Qualifications:

• Bachelor's Degree, advanced degree preferred
• Work is primarily performed in a standard office environment with extended periods of sitting, working at a computer, and using office equipment.

• Final offer of employment is contingent upon the successful completion of a background check and reference checks.
• Residency Requirement: In accordance with the New Jersey First Act P.L. 2011 c.70, effective September 1, 2011, new public employees in certain positions (faculty exempt) are required to obtain New Jersey residency within one (1) year of employment. Applicants must meet the requirements listed.

About TCNJ

TCNJ is a highly selective institution that has earned national recognition for its commitment to excellence. Founded in 1855, TCNJ has become an exemplar of the best in public higher education and is consistently acknowledged as one of the top comprehensive colleges in the nation. TCNJ currently is ranked as one of the 75 "Most Competitive" schools in the nation by Barron's Profiles of American Colleges and is rated the No. 1 public institution in the northern region of the country by U.S. News & World Report. TCNJ was named the #10 value in public higher education by the Princeton review in 2009 and, in 2006, was awarded a Phi Beta Kappa chapter - an honor shared by less than 10 percent of colleges and universities nationally. A strong liberal arts core forms the foundation for programs offered through TCNJ's seven schools - Arts & Communication; Business; Education; Humanities and Social Sciences; Science; Nursing, Health, and Exercise Science; and Engineering. TCNJ faculty members are teacher-scholars who share a commitment to liberal learning. TCNJ is located within an hour, by train, of New York City and Philadelphia. The College's campus is set on 289 tree-lined acres in suburban Ewing Township and is known for its natural beauty and has 39 major buildings.

Employee Benefits:

As a member of The College of New Jersey Community, you will be a part of an exciting and rewarding public university career. Eligible full-time employees will be able to take advantage of a generous benefits package that includes health, welfare, and retirement benefits, including:

• Comprehensive benefit plans covering medical, dental and prescription plans
• Generous leave entitlements program and Energy Savings Program 
• Employee and dependent Tuition Waiver and Reimbursement Program
• Pension, retirement, and deferred compensation plans, group life insurance
• Employee Assistance Program (EAP)
• Employee affinity groups
• New Jersey State Employee Discount Program (Pet insurance, cell phone plan discounts, discounted amusement park tickets, etc.)
• Access to extensive learning opportunities 

To view a comprehensive list of benefits available to employees, visit our Health Benefits Plans and Programs page to learn more!

Application Instructions

Qualified candidates should apply online and submit a letter of interest, resume (CV), as well as the names and contact information for three professional references. Applications will be considered until a viable candidate is selected.  

SAME Applicants

If you are applying under the New Jersey "SAME" program, your supporting documents (Schedule A or B letter), resume (CV), as well as the names and contact information for three professional references by the closing date listed above to: [email protected].  For more information on the SAME program visit their website at: https://nj.gov/csc/same/overview/index.shtml, email: [email protected], or call CSC at: 833-691-0404.