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Executive Assistant to the Assistant Vice Chancellors for Advancement

University of Colorado Boulder
Colorado, United States
Salary Not Specified
Posted Date
May 24, 2022

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Position Type
Administrative, Business & Administrative Affairs, Business & Administrative Support, Other Business & Administrative Affairs
Employment Level
Employment Type
Full Time
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Job Summary

The University of Colorado Boulder's department of Advancement encourages applications for an Executive Assistant. As the Executive Assistant to three Assistant Vice Chancellors for Advancement (AVCs), this highly productive assistant will provide professional administrative support to the AVCs, and on occasion, the Advancement Leadership Team (ALT). The Executive Assistant functions with a great deal of independent judgment and discretion while managing evolving and sometimes competing matters of significance. In addition to building productive working relationships with members of the advancement division, the Executive Assistant will also maintain effective working relationships with senior leadership in different units across campus, at the CU System, and the CU Foundation.
The University of Colorado Boulder is committed to building a culturally diverse community of faculty, staff, and students dedicated to contributing to an inclusive campus environment. We are an Equal Opportunity employer, including veterans and individuals with disabilities.

Who We Are

The Office of Advancement is a professional and hard-working advancement team that generates philanthropic support and overall external engagement for the University. Through these philanthropic and engagement efforts, the University is able to attract the brightest students, support and grow our hardworking faculty and strengthen our overall academic and co-curricular programs as we build a foundation of excellence for the future.

What Your Key Responsibilities Will Be

Administrative Leadership Support
  • Handles highly sensitive and confidential materials with complete discretion and integrity.
  • Maintains action and meeting topic logs.
  • Meets regularly with AVCs to review calendar, meetings, scheduling conflicts, priorities, and travel, ensuring timely preparation.
  • Works with the AVCs and ALT to plan agendas and execution of division meetings.
  • Copy edits, reviews, and distributes meeting materials under direction of the AVCs.
  • Acts as a point of coordination on behalf of AVCs in ensuring that momentum is maintained once projects are initiated.
  • Processes expense reports and maintain awareness of additional AVC approval needs.
Meeting and Event Management
  • Assists the AVCs and ALT in scheduling and preparing for internal and external meetings, system meetings, and donor meetings. Tasks include scheduling rooms, ensuring clarity of agendas, and reviewing relevant action items and decisions.
  • Ensure briefings for donor meetings are prepared in a timely and accurate manner.
  • Keeps track of and advises AVCs of meeting attendees.
  • Solicits, sets, and enforces deadlines for meeting materials from others with sufficient time for AVCs to review and prepare for meetings.
  • Schedules and manages meeting invitations, Zoom reservations, room reservations, A/V logistics and catering, as appropriate.
  • Handles and arranges complex and frequent travel schedules ensuring travel is as efficient and direct as possible.
  • Ensures that meetings are well-planned to enhance the AVC’s and ALT’s effectiveness.
  • Provides follow-up with meeting participants on behalf of the AVCs and ALT.
  • Assists with all-staff meetings, staff retreats, and employee appreciation events.
Office Management
  • Respond directly or coordinate with others to ensure appropriate, professional, and timely responses to internal and external constituents.
  • Organize, establish, and maintain record-keeping systems for te AVCs, including paper and online files, donor records, prospective donor requests, marketing materials, and AVC supplies.
  • Perform all purchasing for AVCs including verifying the accuracy of invoices and accounting codes to be charged.
  • Manage and coordinate trainings, webinars, or similar activities.
Data Support
  • Provides donor database support and basic reports for the AVCs.
What You Should Know

All University of Colorado Boulder employees are required to comply with the campus COVID-19 vaccine requirement . New employees must provide proof of vaccination or receive a medical or religious exemption within 30 days of employment.
We anticipate that this position will support a hybrid format (remote and in-person work).

What We Can Offer

The salary range is $53,000 - $65,000 annually.
Relocation assistance is available.

The University of Colorado offers excellent benefits , including medical, dental, retirement, paid time off, tuition benefit and ECO Pass. The University of Colorado Boulder is one of the largest employers in Boulder County and offers an inspiring higher education environment. Learn more about the University of Colorado Boulder .

Be Statements
Be effective. Be professional. Be Boulder.

What We Require
  • 3+ years of experience working with senior level management advancing organizational priorities.
What You Will Need
  • Unquestionable integrity.
  • Excellent communicator in all forms of communication.
  • Ability to establish and maintain effective working relationships with employees at all levels.
  • Outstanding customer service skills.
  • Demonstrated commitment and leadership ability to advance diversity and inclusion.
  • Expert ability to manage multiple tasks simultaneously and adapt to changing priorities.
  • Solid knowledge of general office procedures, protocol, and professionalism.
  • Promotes a positive, welcoming, customer service focused environment in Office of the Vice Chancellor for Advancement.
  • Ensures adherence to all CU Boulder and CU System policies.
  • Works collaboratively with student assistants.
  • Ability to work independently and successfully with reliable professional judgment.
  • Creative problem solver.
  • Prior experience with customer database software and the Microsoft Office suite.
What We Would Like You To Have
  • Experience working within a higher education or non-profit environment.
Special Instructions

To apply, please submit the following materials:
  1. A current resume.
  2. A cover letter that specifically tells us how your background and experience align with the requirements, qualifications, and responsibilities of the position.

We may request references at a later time.

Please apply by June 13, 2022, for consideration.

Note: Application materials will not be accepted via email. For consideration, please apply through CU Boulder Jobs .

Posting Contact Information

Posting Contact Name: Boulder Campus Human Resources

Posting Contact Email:

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