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Executive Assistant to the Vice President for Advancement / CEO FLC Foundation

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Position Summary

The Executive Assistant to the Vice President for Advancement and CEO of the FLC Foundation supports the Vice President’s day-to-day operations, manages the VP’s calendar, arranges meetings, complex travel, and develops and analyzes reports. This highly visible role is responsible for maintaining consistent high-level interactions and communications with FLC’s top donors, Foundation Directors, and internal stakeholders. The position is expected to be knowledgeable in and navigate multiple software solutions concurrently. The ideal candidate will be able to anticipate needs, remain organized under pressure, and represent the Vice President and their office in both internal and external meetings as needed. As a highly skilled business professional, this position offers primary support to the FLC Foundation Board of Directors and its committees. This dynamic, fast-paced position requires the ability to think critically and offer solutions to problems with a high level of professionalism and confidentiality.

Minimum Qualifications
  • Bachelor’s degree AND two years of directly related administrative experience supporting a senior executive; OR
  • Six or more years of directly related administrative experience supporting a senior executive;
  • Any equivalent combination of experience, training and/or education.
  • High-level computer and software proficiency with Microsoft Teams, Word, Excel, Zoom, Google Forms, and databases.
  • A demonstrated commitment to diversity, equity, inclusion, and student success, as well as working with broadly diverse communities
Preferred Qualifications
  • Knowledge of FLC’s practices and procedures.
  • Experience supporting and working with non-profit boards, college foundation or governing boards, college advisory boards.
  • Experience working in a higher education setting.
Major Responsibilities

· General Knowledge, Skills, and Abilities:

o Handles highly confidential information in a professional and appropriate manner.

o Evaluates and resolves typical administrative/operational functions to ensure effectiveness and compliance with college policies and regulations.

o Ability to take ownership of responsibilities and anticipate the needs of the Vice President.

o Skill in developing and maintaining great sustainable relationships.

o Ability to effectively communicate with executives and donors.

o Demonstrates excellent written and verbal communication skills.

o Ability to take initiative and work independently.

o Excellent organization skills.

o Acute attention to detail.

o Resourceful and can problem solve and make informed decisions.

o Ability to work effectively with people from a variety of culturally diverse backgrounds.

· Administrative 75%

o Provide administrative support to the Vice President.

o Schedule and prepare for quarterly Foundation Board meetings and regular meetings of the Executive Committee in preparing agendas, materials, minutes, as well as support for the other Board committees.

o Manage and maintain Foundation Board information in SharePoint site.

o Develop and oversee FLC Foundation Policies List and keeping documents updated i.e. MOU, Bylaws, lease agreements, rosters, committee lists, conflict of interest forms etc.

o Arrange complex travel schedules for the Vice President and process required travel documents and reimbursements in accordance with the College travel policies and procedures.

o Manage the Vice President’s calendar, prioritizing and arranging internal and external meetings.

o Transcribe and enter contact reports/actions into Blackbaud software.

o Provide support for the Advancement team with professional subscriptions, purchases, office supplies, equipment, storage needs, etc.

o Support search committees within the department, and other departments as appropriate, and scheduling interviews.

· Communications 15%

o Serve as the primary liaison and de-facto secretary for the Foundation Board of Directors providing administrative support to the Board and its committees.

o Composes verbal and written communication with board members and their staff.

o Serve as the Advancement Office’s lead customer service representative, answering telephone calls, general e-mails and drop-in office inquiries from the public, board directors, potential donors, and faculty/staff.

o Assist with Advancement events i.e. Homecoming, Benefactors Brunch, Faculty Showcase, President’s Circle, Soaring Hawks, and other fundraising and stewardship events.

· Operations 10%

o Manages all relevant board processes such as recruitment, orientation, terminations, maintaining accurate information such as committee lists, listservs, contact information, meeting attendance.

o Compiles complex prospect briefs/profiles for the Vice President and supports campus visit agendas for donors/prospective donors.

o Evaluate and resolve typical administrative/operational functions to ensure effectiveness and compliance with College policies and regulations.

o Support new team member onboarding, maintaining Advancement onboarding protocols.

o Support Advancement Operations with separation of duties for gift processing, overseeing mail delivery, stamping checks and counting all cash deposits brought over from other departments and securing all monies in the safe on a daily basis.

· Other Duties:

o Support administrative needs of President’s Office, when needed.

o Serve as the liaison for securing Alcohol Permits for events ensuring College and City of Durango policies and procedures are followed with regards to College events that serve alcohol, on or off campus.

o Perform other duties as assigned

Work Conditions

The work environment characteristics described here are representative of those that an employee can expect while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
  • Moderate noise (i.e. business office with computers, phone, and printers, light traffic).
  • Ability to work in a confined area.
  • Ability to sit at a computer terminal for an extended period of time.

The salary range is $53,000 to $60,000, plus a comprehensive benefits package .

Application Process
A complete application packet includes:
  • Cover letter addressing interest and qualifications for the position
  • Include details regarding how your personal and professional experiences allow you to encourage a learning environment grounded in equity and inclusion. “How do you envision contributing to Fort Lewis College’s commitment to equity and inclusion?”
  • Resume
  • Names and contact information for three current, professional references
Submit materials as one PDF file via email to:

Application materials received by January 8, 2023, will receive full consideration.

The position will remain open until filled.

The successful candidate will be required to submit original, official college transcripts, and pass a background check.
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