Job Description

Executive Administrator

Join Our Dynamic Team as an Executive Administrator!

The Institutional Advancement (IA) Division at Brandeis University is delighted to announce a career opportunity for an Executive Administrator. In this role, you will provide essential administrative support to the Vice President of Development and the Assistant Vice President of Operations and Fundraising Support, contributing directly to the University's fundraising success.

About the Position:

As the Executive Administrator, you will handle complex administrative tasks with the utmost professionalism, confidentiality, and client service excellence. Your role will impact the efficiency of our office workflow, ensuring that meetings run smoothly and commitments are met promptly.

Key Responsibilities:

• Administrative Support: Manage the office of the VP and AVPs, organizing files, tracking action items, and handling reference materials.
• Calendar Management: Skillfully manage complex calendars, proactively arranging meetings and logistics to ensure timely and efficient coordination.
• Meeting Facilitation: Assist in planning, facilitating, and executing meetings with various stakeholders, including alumni, donors, academic partners, and senior leadership.
• Document Preparation: Prepare meeting documents and follow up as needed.
• Expense Reconciliation: Handle monthly expense and procurement/purchasing card reconciliations.
• Supply Management: Order supplies and manage purchases for the VP, AVPs, and team members.

Skills & Qualifications:

• Bachelor's degree/equivalent (Bachelor's degree preferred or AS/equivalent with formal administrative training plus 5 years of related work experience); relevant certifications or advanced degrees highly desired.
• Minimum 3-5 years of total work experience with a bachelor's degree OR 5-7 years with an Associate's degree and formal administrative training; at least 7 years is strongly preferred. At least 3 years of experience supporting C-suite executives or senior leaders in a nonprofit or academic setting.
• Strong communication skills
• Discretion and confidentiality
• Ability to multitask and prioritize effectively
• Nimble problem-solving and adaptability
• 1-3 years supervisory experience preferred. May hire, train and/or supervise student workers.
• Exhibits excellent written and oral communications skills that promote academic and business professionalism and conveys information clearly and concisely. Strong writing proof-reading and editing skills are required; writing examples will be requested.
• Proficiency in Microsoft Office suite of programs, Gmail and Google docs, online calendars/email, portable devices, shared drives and the ability to learn and adapt to new software and systems quickly are required. Demonstrated advanced proficiency and ability in Word, Excel, PowerPoint preferred.
• Must have comfort with and experience in data analysis and manipulation, specifically working with financial information and descriptive statistics.
• Superior interpersonal skills with proven ability to successfully interact with varied constituencies, including those of considerable academic, community, social and business status. At all times represents Brandeis University in an exemplary and professional manner. Exhibits poise, tact, and diplomacy. Presents a collegial, collaborative and customer-service demeanor that positively reflects the core values and standards of the institution and demonstrates tact and diplomacy.
• Must be a detail-oriented, self-starter with an ability to work independently.
• Ability to work under pressure, triage and set priorities, manage multiple projects, adapt well to change, and meet deadlines in a fast-paced environment.
• Must be able and willing to work occasional evenings and weekends with an attitude of doing what it takes to get the job done.
• Demonstrated ability to apply good judgment, discretion, and a scrupulous commitment to confidentiality, professional ethics and data security when dealing with highly sensitive personnel, budget, alumni, parent, student, family, donor, and prospect information.
• Ability to adhere to University and departmental business policies and procedures.

Why Join Us?

• Gain valuable experience in higher education advancement.
• Contribute to a mission-driven university where philanthropy directly supports students, faculty, and research.
• Work in a collaborative, values-driven culture with opportunities to learn new skills.

Interested candidates are encouraged to submit their cover letter and resume/CV promptly to join a dedicated team and make an impact during this assignment.

Equal Opportunity Statement:

Brandeis University is an equal opportunity employer which does not discriminate against any applicant or employee on the basis of race, color, ancestry, religious creed, gender identity and expression, national or ethnic origin, sex, sexual orientation, pregnancy, age, genetic information, disability, caste, military or veteran status or any other category protected by law (also known as membership in a "protected class")

Job Tags

Similar Jobs