Executive Assistant to the Vice President and Strategy Specialist, University Advancement

University of La Verne

Executive Assistant to the Vice President and Strategy Specialist, University Advancement

Job Description Summary:
The Executive Assistant to the Vice President and Strategy Specialist, University Advancement (UA) is an essential member of the Vice President's team, assisting the Vice President and Associate Vice President in managing a complex schedule and heavy project load; in planning major meetings; and in communication and stewardship efforts with internal and external constituents in furtherance of department and University goals. In addition, is responsible for supporting the growth of resources for the University by developing comprehensive fundraising strategies including the strategic direction of the President's fundraising activities; the incumbent will also collaborate with a team of Advancement professionals in strategically managing and tracking critical initiatives/projects that enhance and support fundraising efforts.
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The University of La Verne is a private not-for-profit university founded in 1891 located in La Verne, California. The core values that we live by are Ethical Reasoning, Diversity and Inclusivity, Lifelong Learning and Community and Civic Engagement. If you're passionate about these values, join us at the University of La Verne!

Specific Duties:
Working at the highest levels of professionalism, discretion and diplomacy, the Executive Assistant will understand and manage all operational aspects of the Vice President’s and Associate Vice President’s office, including coordinating schedules and work flow with other departmental assistants/ coordinators to ensure seamless coverage. Maintain records of annual goals of direct reports for the Vice President and initiate annual reviews. Develop and ensure compliance of filing system and systematic record keeping and archiving. Ensure safe keeping of confidential materials. Prepare and manage Vice President’s budgets and review with the Vice President on a monthly basis. Responsible for reconciling reimbursements and authorized to approve expenditures. Will ensure that team members adhere to rules, policies, procedures and practices as developed by HR and University and Advancement leadership, and to be familiar with services provided by the colleges and departments for response to inquiries and referral.

The incumbent will be mission-driven, creative, proactive, and entrepreneurial strategic thinker with strong communication skills. The incumbent will play a key role in ensuring La Verne reaches its fundraising goals; strategically monitors the President’s comprehensive strategic fundraising activities to establish a major-gifts-focused culture of philanthropy across the institution; lead new levels of engagement with current and prospective donors; and works toward significantly increasing contributed revenue to meet the demand of the organization’s growth. The incumbent will work closely with the President’s office to make sure all donor related tasks are completed and guide the President’s staff on donor related projects.

The incumbent will conceptualize, implement, direct and manage engagement initiatives that enhance and support fundraising efforts and campaign priorities and serves as the strategic partner to leadership by providing updates and recommendations on critical initiatives or projects. Assists stakeholders in driving projects through to completion.

Liaise with members of the Board of Trustees and other high-level volunteers on an individual basis. Serve as Secretary to the Advancement Committee of the Board of Trustees, including meeting planning, agenda creation, minute taking, and other protocols. Create and ensure maintenance of Advancement Committee minutes in perpetuity (for auditors, historical purposes, etc.) Ensure confidentiality of Trustee records and materials. Assure Advancement Committee members are advised of all appropriate campus activities.

Responsible for all aspects of the Vice President’s domestic and international meeting and trip planning, including but not limited to air, accommodations, meeting schedules, hospitality, host/hostess gifts; will also create agendas, itineraries, and secure/prepare background information on meeting attendee, as appropriate. Will monitor and assist in maintaining trip/call reports on a timely basis as well as ensuring timely meeting follow up.

Will assist in planning, coordinating and directing elements for meetings and retreats including developing meeting schedule, budget, site selection, meals & entertainment, meeting rooms, supplies and equipment, special events, etc. This includes assisting/coordinating Presidential Advisory Committees.

Coordinate communications from the Vice President to the campus and other constituents as necessary. Compose and edit correspondence, including but not limited to gift and other acknowledgements, letters, proposals, and follow-up correspondence for various constituents.

Assist with the composition of presentations, speeches and talking points when necessary. Create and/or coordinate the production of various presentation and meeting materials for the Vice President (e.g., PowerPoint presentations, handouts for conference presentations/panels and informational packets and gifts for constituent meetings).

As assigned by the Vice President, liaise with outside constituents and organizations in preparing materials and schedules for the Vice President’s leadership and participation in various outside boards and institutional memberships.

Other duties as assigned by the Vice President.

Minimum Qualifications:

• Bachelor’s Degree
• 3 years experience as an Executive Assistant with a high level of diplomacy, discretion and confidentiality.
• The successful candidate must possess excellent verbal and written communication and interpersonal and organizational skills; have a strong attention to detail; be goal and results-oriented; self-motivated; and possess the ability to make independent decisions.
• They must be a collaborative and team-oriented individual; demonstrate sound judgment when dealing with a wide range of relationships and situations; and possess the ability to maintain enthusiasm for hard work, changing priorities, and multiple deadlines.
• They must have the ability to interact well with a diverse community of faculty, students, alumni, business leaders, and other external constituents.
• Mastery of the Microsoft Office suite; project management experience; experience with a relational database; and an understanding of and appreciation for the University’s Mission, Vision and Core Values.

Preferred Qualifications:

• Master’s Degree
• Previous experience in strategically managing a President’s and Vice President’s fundraising activities.
• Experience as an executive or special assistant in higher education, particularly at the dean’s level or higher.
• Membership in a professional association of executive assistants; experience with project management software; and a mastery of a relational database software system.

Location: La Verne Central Campus

Special Instructions:
To be considered for this position please visit our web site and apply on line at the following link: http://laverne.edu

Institutional Profile
Located in Southern California, the University of La Verne offers a distinctive and relevant educational experience to a diverse population of students, preparing them for successful careers and a commitment to lifelong learning across the liberal arts and professional programs. The academic units of the not-for-profit university include the College of Arts and Sciences, the College of Business and Public Management, the LaFetra College of Education, and the College of Law. The university offers both undergraduate and graduate programs, including degree programs tailored for working adults. The university's central campus is located 30 miles east of Los Angeles in the historic Old Town section of La Verne, a city with a population of approximately 35,000 at the foothills of the San Gabriel Mountains. The university also has eight regional campuses throughout California and the College of Law campus in Ontario, California. The university is classified as a Carnegie Doctoral Institution with moderate research activity. Core values are reflected throughout all curricular and co-curricular programs, its emphasis on close professor-student interaction, personal support of its students, and its diversity.

The University of La Verne prides itself in being reflective of the diversity of Southern California. Approximately 80 percent of its nearly 8,500 students come from diverse backgrounds and the U.S. Department of Education has designated the university as a Hispanic Serving Institution (HSI). With 80,000 alumni, the university fulfills a critical community function in educating students from underserved populations, many of whom are the first generation in their family to attend college.

The University of La Verne is an equal opportunity employer and does not discriminate against employment or employees on any basis prohibited by state and federal law. University of La Verne hires and promotes individuals based on their qualifications and is consistent with applicable state and federal laws, without regard to race, color, religion, gender, disability, medical condition a or sexual orientation


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