Executive Assistant, Principal Gifts & Campaign

Wayne State University
Michigan, United States
Salary Not Specified
Posted Date
Mar 31, 2022

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Position Type
Administrative, Academic Affairs, Academic Administration, Business & Administrative Affairs, Business & Administrative Support, Other Business & Administrative Affairs, Development & Advancement, Alumni Affairs
Employment Level
Employment Type
Full Time
Position Information

Posting Details

Posting Number

Position Title
Executive Assistant, Principal Gifts & Campaign

Number of Vacancies

86 - Development & Alumni Affairs

Primary Department
H8605-Development Office

Working Conditions
Wayne State University requires all students, faculty and staff to be fully vaccinated against COVID-19 with limited exceptions. Learn more at:WSU Covid-19 Website

Normal office environment. Adhere to confidentiality and data usage policy for the division. Flexibility to work evenings and weekends, if needed.

Essential Functions (Job Duties)

Provide executive-level assistance to the Associate Vice President of Principal Giving, Campaign Director, and Director, Administrative Services. Support the productivity and effectiveness of the AVP and Director by performing administrative tasks. Support the triage and prioritization of activities in a fast-paced environment requiring judgment, discretion, and accuracy. Conserve the time of the AVP and Directors by performing or delegating the non-essential tasks on their behalf. Proactively anticipate needs and drive improvements to build capacity for the team. Ensure that the day-to-day related operations are run both smoothly and efficiently. Reports to Director, Administrative Services.

Provide complex calendar management for the Associate Vice President and both Directors, exercising discretion and judgment to analyze and appropriately prioritize complicated and challenging schedules; respond to frequent changes in schedules; set priorities. Prepare itineraries, agenda packets and travel arrangements. Serve as delegate or proxy for executive when appropriate.

Coordinate and organize meetings, and other events. Ensure that meetings and other events have appropriate locations, supplies, audio-visual equipment, and other needs met. Prepare agendas and meeting minutes. Order supplies as needed for events, meetings, and day-to-day work.

Manage the day-to-day office functions including mail and signature requests and developing policies, procedures and business processes to improve overall operational performance.
Prepare and process general correspondence and reports. Provide technical writing where necessary; proofread and edit outgoing documents. Assist in the establishment of training and orientation programs.

Prepare and process general correspondence and reports. Provide technical writing where necessary; proofread and edit outgoing documents. Prepare and track financial documents including Direct Payment Requests (DPR), Internal Requisition and Internal-Account Bill (IRB) and travel reimbursements for timely processing and ensure compliance with university policies and procedures.

Function as a key member of the division administrative support network. Work collaboratively with team members. Perform other related duties as assigned.

Unique Duties


Bachelor's degree in business or a related field or a combination of education and relevant work experience.

Additional Experience Information: Minimum 5 years of job-related experience, including administrative support at the executive level and experience in program coordination or office management roles. Prior experience in a higher education, non-profit setting preferred.

Experience with "Advance" or other sophisticated fundraising software preferred.

Understanding of, and/or interest in, Development and Alumni Affairs' best practices and general operations.
Positive and collaborative professional philosophy, recognizing that this position is integral to the achievement of the goals and objectives of the Division of Development and Alumni Affairs.

Experience with "Advance" or other sophisticated fundraising software preferred.

Preferred Qualifications

COMMUNICATIONS SKILLS: Ability to communicate clearly, concisely and professionally both orally and in writing. Strong interpersonal skills are a must. Ability to work successfully with persons from diverse backgrounds.

PLANNING AND ORGANIZATION: Ability to manage several projects simultaneously, prioritize and plan work activities while meeting respective deadlines. Strong organizational and time-management skills required.
Ability to handle multiple tasks simultaneously in a deadline-oriented environment.

ANALYTICAL AND PRESENTATION SKILLS: Ability to evaluate, interpret, and present complex information effectively in professionally prepared documents or presentations. Must possess a demonstrated attention to detail in order to achieve a high degree of accuracy.

TECHNICAL SKILLS: Proficient in the use of complex administrative systems software, preferably in the higher education environment. Proficient with Microsoft Office suite, especially Word, Excel and Teams. Ability to create presentations with PowerPoint or equivalent software.

LEARNING AGILITY: Independent and innovative self-starter who displays an ability to learn quickly and easily adapts to changing situations. Experience researching topics to gain knowledge and understanding when information gaps exist.

TEAMWORK: Ability to collaborate effectively with colleagues within the division and other units to gain full understanding of the project and desired outcome; ability to produce high quality and consistent results with assistance of team members; provide support to teammates when tackling complex projects.

DIVERSITY, EQUITY & INCLUSION: Demonstrates a commitment to diversity, equity and inclusion through continuous development, modeling inclusive behaviors and proactively managing implicit bias.

Testing Requirements
Not Applicable

Test Scheduling

Job Type

Job Category
Professional/Administration & Supervisory/Management

Duration of Posting

Fiscal Year of Job Open Date

Job Open Date
(When job is posted in the system)

Job Close Date
(or until suitable candidate is found)
Until Suitable Candidate is Found

Is this position reposted?

Reposting Reason:
None (New Posting)

Application Information

Background Check Requirements
University policy requires certain persons who are offered employment to undergo a background check, including a criminal history check, before starting to work. If you are offered employment, the University will inform you if a background check is required.

Instructions for submitting your application:

Represented Position Message

Funding/Salary Information

Salary (Minimum)
(Non-Academic Only)

Salary (Hire Max)
(Non-Academic Only)

Salary (Maximum)
(Non-Academic Only)

Hourly Rate
(Non-Academic Only)

Salary Range
(Academic Only)

Is Position Bump Ineligible?
(Non-Academic, Represented positions only. Select 'No' for Academic. Select N/A if Non-represented.)
**NOTE: If 'Yes' is selected, then this is a Bump Ineligible Position (BIP). The person who bids or hires into this 100% grant funded position has no bumping rights upon grant expiration or in a reduction of force.

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