Executive Assistant, VP of Development and Campaigns, Development & Alumni Relations

Executive Assistant, VP of Development and Campaigns, Development & Alumni Relations Location

BOSTON, MA, United States

Grade 47; $62,000.00–$82,000.00 (based on qualifications).

The Executive Assistant is a pivotal member of the Advancement team, providing high-level support to the Vice President for Development and Campaigns (VPDC) and contributing to the success of campaign initiatives. This role serves as a trusted representative of the VPDC, managing communications and interactions with internal and external stakeholders – including senior university leaders, trustees, alumni, and donors. In addition to ensuring seamless day‑to‑day operations, the Executive Assistant provides high‑level administrative support, anticipates needs, coordinates priorities, and enables the VPDC to focus on strategic initiatives that advance the University’s philanthropic goals.

This position will also serve as administrative support back‑up, when needed, for the office of the SVP.

Provide primary support to the VPDC and serve as a trusted representative in interactions with internal and external stakeholders. Ensures smooth operations by managing calendars, communications, and logistics. Works closely with the VPDC and Advancement leadership to anticipate needs, align priorities, and contribute to strategies that strengthen the division and advance the University’s philanthropic objectives, while ensuring the effective functioning of the Advancement office and providing support to both internal and external constituents.

• Serve as a primary point of contact for the VPDC, handling communications and inquiries from university administrators, trustees, donors, and staff.
• Provide high‑level administrative support, including drafting correspondence, managing confidential materials, preparing presentations, and working closely and collaboratively with the campaign team.
• Maintain and update campaign, prospect and donor information and assist team members in accessing and interpreting data.
• Assist with travel planning, expense reports, and other administrative duties to ensure smooth day‑to‑day operations.
• Anticipate needs and proactively manage priorities to ensure the VPDC’s time is focused on strategic initiatives.

• Coordinate complex calendars and scheduling logistics for VPDC, the campaign team, and other VPDC direct reports.
• Organize and prepare agendas, briefing materials, and follow‑up actions for meetings involving senior leadership and external stakeholders.
• Manage event and meeting logistics, including invitations, agendas, catering and on‑site coordination.

• Support ongoing process improvement by identifying opportunities to streamline workflows and enhance operational efficiency.
• Leverage technology and best practices to improve coordination, communication, and overall effectiveness in supporting the VPDC and campaign initiatives.
• Coordinate with other administrative staff and provide training or guidance on data and operational tools as needed.
• Develop knowledge of university policies and procedures and apply those to daily work.

• 3-5 years of experience providing executive‑level administrative support in a complex organization.
• Experience in higher education or nonprofit advancement preferred.

• Exceptional communication and interpersonal skills; ability to interact effectively and professionally with individuals at all levels, internally and externally.
• Excellent organizational skills and proven ability to manage complex calendars and competing priorities.
• Strong judgment and discretion in handling confidential information; operates with composure under pressure.
• Ability to thrive in a fast‑paced, deadline‑driven environment and pivot quickly to evolving priorities.

• Demonstrated ability to manage up, serve as a gatekeeper, and anticipate leadership needs.
• Entrepreneurial mindset with a proactive approach to problem‑solving and continuous improvement.
• Collaborative and innovative, with the ability to build relationships…