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Executive Support Specialist/Development Assistant

University of Oregon
Oregon, United States
Salary Not specified
Posted date
Jul 27, 2021

View more

Position Type
Administrative, Business & Administrative Affairs, Development & Advancement
Employment Level
Employment Type
Full Time
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Executive Support Specialist/Development Assistant

Job no: 527889
Work type: Classified Staff
Location: Eugene, OR
Categories: Administrative/Professional, Administrative/Office Support, Business Administration/Management

Department: Lundquist College of Business, Office of External Relations
Classification: Executive Support Specialist 1
Appointment Type and Duration: Regular, Ongoing
Salary: $15.81-$23.49 per hour
FTE: 1.0

Review of Applications Begins
Position closes August 16, 2021

Special Instructions to Applicants
In addition to filling out the required online application, please provide a cover letter describing how the qualifications are met; a resume including three professional references; and an additional document answering the following supplemental questions:

1) What does executive level support mean to you?
2) Provide two-three examples of work and/or projects that you have completed that demonstrate how you meet the requirements of this position.

Department Summary
The mission of the Office of Development and External Relations in the Charles H. Lundquist College of Business is to support and promote the college through external outreach and to secure funds for the college from private sources. The Office provides a range of fundraising and external relations services to the college including:

1. Identifying, cultivating, soliciting, and stewarding donors and prospective donors.
2. Organizing alumni, prospect cultivation, and donor relations events.
3. Producing and distributing external communications, such as alumni, donor relations and marketing publications, informational brochures, and other media.
4. Assisting departments in periodic communication with their alumni: newsletters and mailing labels, mail appeals, acknowledgment letters.
5. Serving as liaison between the college and the University of Oregon and University Advancement.

Position Summary
This position provides advanced and diversified executive-level administrative support to the External Relations team, in particular, two Directors of Development and the Director of Stewardship and International Outreach. The purpose of these activities is to aid the development staff in their fundraising efforts and the documentation of these efforts. The Executive Support Specialist/Development Assistant reports to the Office Manager/Executive Assistant and acts as the liaison between the Office of Development and External Relations and a large variety of constituencies on and off campus including but not limited to donors, trustees, and the University of Oregon Foundation Office. This position regularly requires the ability to exercise independent judgment and a comprehensive knowledge of the University of Oregon, its programs, and the strategic development plan. This position handles and is involved in many sensitive and confidential issues, and is responsible for fostering positive relationships both internal and external to the campus while managing multiple projects within firm schedules. The Executive Support Specialist/Development Assistant is responsible for effectively managing and scheduling multiple Director's time to ensure maintenance of an extensive standing meeting schedule. Additionally, the Executive Support Specialist/Development Assistant will typically analyze, compare, and evaluate various courses of action and have the authority to make independent decisions on matters of significance, free from immediate direction, within the scope of assigned responsibilities.

Minimum Requirements
  • Three years of clerical/secretarial experience which included:
    -- one year at a full performance level performing typing, word processing, or other generating of documents; and
    -- lead work responsibility or coordination of office procedures.

    Courses or training in Office Occupations or Office Technology may be substituted for up to one year of the clerical/secretarial experience.

    No substitution will be made for the one year at the full performance level.

    Professional Competencies
  • Demonstrated ability to manage stressful situations with tact and diplomacy and to use sound judgment and initiative, particularly as it relates to handling sensitive and/or confidential information.
  • Demonstrated ability to meet deadlines, anticipate needs, prioritize multiple tasks, “think on your feet”, follow-through, and work independently with minimal supervision, while handling frequent interruptions and rapidly shifting priorities.
  • Proven proficiency with Word, Excel, PowerPoint, and Outlook (or similar scheduling/calendar program), and familiarity with Microsoft Office applications.
  • Demonstrated project management, time management, and organizational skills, with the ability to manage details of multiple and complex projects within firm schedules.
  • Experience managing executive calendars, coordinating travel, and committees.
  • Excellent writing, editing, and verbal communication skills; attention to detail.
  • Self-motivated, punctual, and reliable; organized and flexible.
  • Commitment to and experience with promoting and enhancing diversity and equity.

    Preferred Qualifications
  • Work experience in the area of fundraising for an institute of education or closely related field.
  • Experience with all phases of the donor cycle - prospecting, cultivating, soliciting and stewarding.
  • Working knowledge of the donor database Advance.
  • Experience working with the public and proven customer service skills.
  • Experience in handling correspondence, travel and calendaring for a Director in a higher education setting.
  • Experience and comfort in working in a fast-paced, time challenging environment.

    FLSA Exempt: No

    All offers of employment are contingent upon successful completion of a background inquiry.

    This is a classified position represented by the SEIU Local 503, Oregon Public Employees Union.

    The University of Oregon is proud to offer a robust benefits package to eligible employees, including health insurance, retirement plans and paid time off. For more information about benefits, visit

    The University of Oregon is an equal opportunity, affirmative action institution committed to cultural diversity and compliance with the ADA. The University encourages all qualified individuals to apply, and does not discriminate on the basis of any protected status, including veteran and disability status. The University is committed to providing reasonable accommodations to applicants and employees with disabilities. To request an accommodation in connection with the application process, please contact us at or 541-346-5112.

    UO prohibits discrimination on the basis of race, color, sex, national or ethnic origin, age, religion, marital status, disability, veteran status, sexual orientation, gender identity, and gender expression in all programs, activities and employment practices as required by Title IX, other applicable laws, and policies. Retaliation is prohibited by UO policy. Questions may be referred to the Title IX Coordinator, Office of Civil Rights Compliance, or to the Office for Civil Rights. Contact information, related policies, and complaint procedures are listed on the statement of non-discrimination.

    In compliance with federal law, the University of Oregon prepares an annual report on campus security and fire safety programs and services. The Annual Campus Security and Fire Safety Report is available online at

    To apply, visit

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