FLSA EMPLOYMENT CATEGORY: Salaried; Exempt; Administrative; 12 months
DEPARTMENT: Advancement
POSITION SUMMARY:
The Executive Assistant to the Vice President for Advancement (VP) will play a pivotal role in the smooth functioning of the Advancement Office. This role demands exceptional organizational skills, adept handling of confidential information, and a proactive approach to administrative tasks, coordinating executive outreach and overseeing special projects. The ideal candidate will be a highly resourceful team player, capable of working independently with outstanding problem-solving skills.
SUPERVISION RECEIVED/EXERCISED:
This position reports to the Vice President for Advancement and supervises Student Assistants.
ESSENTIAL FUNCTIONS:
- Administrative Excellence: Manage the Vice President’s complex calendar, including scheduling appointments and coordinating travel plans. Handle expense reports and draft confidential correspondence with a keen eye for detail and accuracy.
- Communication and Coordination: Assist in developing presentations and handle critical deliverables, including personal correspondence and effective response management across various communication channels.
- Board Engagement: Prepare materials and minutes for Board of Trustees meetings, ensuring meticulous documentation and follow-up.
- Collaborative Planning: Work closely with different campus departments and the Advancement team to execute meetings and outreach activities, enhancing the office’s overall effectiveness.
- Budget Oversight: Monitor and track departmental expenditures against the budget. Manage financial transactions and invoice approvals with precision.
- Policy and Practice Adherence: Maintain an in-depth understanding of departmental functions and College policies, contributing to strategic goal alignment.
- Leadership in Absence: Coordinate with the Associate Vice President for Advancement to manage responsibilities effectively in the VP’s absence.
- Team Supervision: Lead and mentor administrative staff within the Advancement Office, continuously seeking ways to improve operations through innovative practices and use of technology.
- Resource Management: Efficiently handle the inventory and procurement of office supplies.
REQUIRED QUALIFICATIONS:
- Ability to multitask and meet deadlines
- Experience with Microsoft Office (Outlook, Word, Excel, and PowerPoint)
- Ability to work weekends and evenings
- Ability to handle confidential information
- Excellent verbal and written communication skills
- Excellent organizational skills
- Excellent interpersonal skills
- Associate’s degree
PREFERRED QUALIFICATIONS:
- Five years of related experience with office administration and customer service skills
- Knowledge of the Ellucian Colleague database
- Bachelor’s degree
- Experience working with underrepresented, first-generation, Pell-eligible, and diverse populations.
PHYSICAL REQUIREMENTS:
- Walking
- Sitting at a desk for up to eight hours
- Lifting up to 20 pounds
APPLICATION PROCESS:
Interested candidates must submit an Alma College application, a cover letter and current resume, via email to careers@alma.edu. Position is open until filled.
Alma College is classified as a selective Baccalaureate College: Diverse Fields by the Carnegie Foundation for the Advancement of Teaching. Committed to academic excellence and development of responsible leaders, Alma’s students thrive on challenging academic programs in a supportive, small-college environment emphasizing active, collaborative learning and close student-faculty interaction. Alma is a private Phi Beta Kappa institution located in the center of Michigan’s Lower Peninsula.
Alma College is an Equal Opportunity Employer, and is committed to recruiting and retaining a diverse faculty, staff and student body.
Alma College recognizes that we are all transformed when we celebrate and value the varied identities backgrounds, experiences, and perspectives in our campus community. We are committed to recognizing and removing barriers to success and providing equitable access to opportunities through education and advocacy. In our increasingly diverse campus and world, we pledge to create a climate where everyone is safe and free to grow intellectually, spiritually, and emotionally. For more information about the College, visit www.alma.edu.