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Executive Assistant for Advancement Operations

California Lutheran University
California, United States
Salary Not specified
Posted date
Oct 26, 2021

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Position Type
Executive, Other Executive
Employment Level
Employment Type
Full Time
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Executive Assistant for Advancement Operations

Position Category: Staff (Non-Exempt)
FLSA: Non-exempt
FTE: 1
Location: Thousand Oaks

University Background:
The mission of California Lutheran University is to educate leaders for a global society who are strong in character and judgment, confident in their identity and vocation, and committed to service and justice. Founded in 1959 in beautiful Ventura County, the university has an enrollment of about 4,000 undergraduate and graduate students who come from across the nation and around the world from a diversity of backgrounds, cultures and faiths. As a federally recognized Hispanic-Serving Institution, Cal Lutheran is looking for candidates with a dedication to and success in working in diverse communities. The university is committed to an inclusive learning and work environment that values individual differences and respects each person’s dignity.

Basic Function:
Reporting directly to the Vice President, the Executive Assistant for Advancement Operations performs a broad range of sensitive, technical, highly confidential administrative and operational support functions. The incumbent serves as the liaison for the Office of University Advancement, coordinates the release of sensitive information and exercises initiative and superb judgment in performance of assigned duties.

Representative Duties:
  • Anticipate in a proactive manner donor and prospect communication that will support Advancement’s goals E
  • Serve as facilitator for the University Advancement Executive Leadership Team and provide strategic leadership to advance division priorities. E
  • Performs and handles a variety of executive administrative details, such as travel coordination and itineraries, office supplies, equipment purchases, equipment repair, and personnel document preparation; manages and maintains various calendars; arranges and schedules a variety of meetings and appointments; takes minutes as assigned and provides detailed notes of staff, board, and advisor meetings. E
  • Responds to complaints and requests for information on regulations, procedures, systems, and precedents relating to assigned responsibilities. E
  • In a proactive manner, keeps the Vice President of University Advancement apprised of required event attendance on and off campus E
  • Ensure appropriate communication regarding office activities, approaching deadlines, status of pending operational documents and other requested information. E
  • Composes drafts and a broad range of documents from notes, brief instructions, or materials; uses word processing equipment and inputs and retrieves data to prepare reports using an on-line or computer system. E
  • Collects and compiles statistical and financial data for inclusion in special and periodic reports for the Board of Regents, Executive Cabinet and the Division at large as necessary; researches information and establishes appropriate formats; ensures data accuracy; conducts special studies, examines processes and recommends procedural, process, practices, and other changes to achieve greater productivity and/or to comply with office requirements. E
  • Assists with planning key Division workshops, strategic meetings, bi-weekly meetings, special event planning, projects, and activities. E
  • Coordinates the updates to the Office Policy Manual, emergency list and vacation list. E
  • Develops and directs implementation of division plans, priorities, performance standards, and procedures; recommends policies and ensures consistency and compliance of operations. E
  • Creates, develops, maintains, and updates specialized and custom forms, databases, logs, files, records, and reports to support work processes in areas of responsibility. E
  • Prepares and processes various operational documents related to business operations including activities such as purchasing, contracts, requests for payment and credit card reconciliation for VP and other personnel and payroll. E
  • Facilitates communications to donors, prospects, and key stakeholders on behalf of the Vice President of University Advancement. E
  • Manages VP’s budget in collaboration with Executive Director of Advancement Services E
  • Performs other administrative duties as required to support the mission and goals of the department/division.

E=Essential duties

Knowledge Of:
  • University mission, organizational structure, division goals, operating departments, policies, and objectives
  • Office procedures, methods, and equipment
  • Word processing, database, publishing, and spreadsheet software
  • Principles and procedures of records management—both digital and paper files
  • Methods and techniques of proper phone etiquette and message documentation
  • Mathematical principles
  • Principles of business letter writing and report preparation
  • Fundamentals of English grammar, spelling, and composition
  • Principles and practices of business communication
  • Principles and practices of customer service and public relations
  • Principles and practices of budget preparation and administration
  • Principles and practices of fiscal, statistical, and administrative research and report preparation
  • Basic data collection and survey methodology
  • Appropriate professional office behavior that promotes collegiality and cooperation among staff
  • Interpersonal skills using tact, patience and courtesy
  • Microsoft Office programs (including Word, Excel, Visio, Publisher, PowerPoint and Outlook).
    Other programs include Zoom software, Doodle scheduling, Survey Monkey, Mail Chimp and Acrobat Pro (Adobe)

Ability To:
  • Intelligence, professionalism, and diplomacy that represents the Office of the VP in a manner that reflects high ethical standards
  • Prepare agendas, PowerPoint presentations, handouts and other key materials as may be needed for Board of Regents meetings and other high level executive meetings
  • Provide all administrative support to the Advancement committee of the Board of Regents
  • Attend staff meetings and take notes for minutes at staff meetings and other meetings as required
  • Interpret and apply general executive administrative and departmental policies and procedures
  • Promote team effectiveness across University Advancement
    Manage complex special projects on behalf of the VP for Advancement
  • Using diplomacy and tact, identify opportunities for continuous improvement of Operations in Advancement
  • Manage challenging work assignments with a cheerful attitude that focuses on solutions
  • Solve problems in a proactive manner in a manner that minimizes disruptions to the office and supports positive progress
  • Make independent decisions based on sound logical judgment.
  • Operate office equipment including computers and supporting word processing, spreadsheet, publishing and database applications
  • Learn and apply new information and skills
  • Type, keyboard, and/or enter data at a speed necessary for successful job performance
  • Establish and maintain a variety of files and records
  • Independently prepare correspondence and memoranda from brief instructions
  • Accurately count, record, and balance assigned transactions
  • Make arithmetic calculations quickly and accurately
  • Work under steady pressure with frequent interruptions and a high degree of public contact by phone or in person
  • Plan and prioritize work to meet changing priorities and deadlines
  • Excellent oral and written communication skills
  • Establish and maintain positive and professional working relationships with those contacted in the course of work
  • Exercise good judgment and maintain confidentiality at all times, especially while working with critical and sensitive information, records, and reports
  • Exercise initiative in using judgment and action that is consistent with the leadership expectations of the VP
  • Prepare reports by gathering, organizing, interpreting, and synthesizing data from a variety of sources
  • Analyze, evaluate, and interpret information and data
  • Analyze situations accurately and adopt effective courses of action
  • Take and transcribe dictation at a speed necessary for successful job performance
  • Provide training support and guidance to assigned staff, including oversight for on-boarding for new staff

Minimum Qualifications:
Any combination equivalent to: A Bachelor’s degree from an accredited college or university and two years of responsible executive support experience that involves significant variability, complexity, and responsibility.

Preferred Qualifications:
Five years+ experience as an executive assistant in a non-profit, corporate, higher education organization

Licenses and Other Requirements:

Physical Abilities:

Working Environment:
Busy office environment; subject to frequent interruptions.

Posting Number: Staff004292020
Number of Vacancies: 1
Desired Start Date: 10/17/2021
Position End Date:
Open Date: 09/21/2021
Close Date: 10/31/2021
Open Until Filled: No

Application Procedure/Special Instructions:

To apply, visit

California Lutheran University is committed to providing equal opportunity in employment for all persons, regardless of race, religious creed, color, national origin, ancestry, physical disability, mental disability, medical condition, marital status, sex, age, sexual orientation, genetic information, gender, gender identity or expression, or any other basis protected by applicable law. No person shall be excluded from participation in, be denied the benefits of, or be subjected to discrimination in any program, activity or facility of the University on the basis of these factors in a manner consistent with applicable federal and state laws, regulations, ordinances, orders and rules, and University’s policies, procedures, and processes.

Upon request, reasonable accommodations in the application process can be provided to individuals with qualifying disabilities. Please contact the Human Resources Department for further information or to request an accommodation.

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