Executive Assistant to Vice President University Advancement

Executive Assistant to the Vice President for University Advancement

Job no: 494755

Work type: Administrative (Full Time)

Location: Marion, IN

Categories: Administrative/Professional, Office/Clerical

Reporting Relationship: Vice President for University Advancement

Unit: Central Administration

Department: Advancement Services-Central Administration

Campus

Location:

John Wesley Admin Building, Marion, IN

Summary of Position: The Executive Assistant to the Vice President for University Advancement (VPUA) serves as the primary administrative partner to the VPUA, providing high-level support, coordination, and operational leadership across the Advancement division. This role requires exceptional judgment, professionalism, and organizational excellence, representing the VPUA with integrity in all interactions.

• Executive Support & Office Leadership
  • Serve as the primary administrative and strategic partner to the VPUA, managing priorities, communications, and confidential initiatives
  • Oversee the VPUA’s complex calendar and inbox, ensuring timely follow‑up and preparation for all engagements
  • Coordinate travel arrangements, itineraries, briefing materials, gifts, and post‑visit contact reports for the VPUA’s donor visits and Advancement‑related travel
  • Provide high‑impact hospitality to donors, trustees, visitors, and special guests on behalf of the VPUA
  • Manage weekly executive rhythms, including one‑on‑one meetings, agenda preparation, reminders, and stewardship tasks
  • Support Advancement team culture through professional development coordination and regular communications
• Operational & Strategic Coordination
  • Serve as a primary liaison between the VPUA/Advancement staff and the President’s Office, Cabinet leaders, consultants, and external partners
  • Organize all logistics and scheduling for the Advancement Committee of the Board of Trustees, including meeting preparation, communication with committee members, and reports from Advancement leadership
  • Assist the President’s Office with institutional and special events as requested, including coordinating availability and responsibilities with all Advancement staff
  • Oversee budget processes for the VPUA’s office, including invoice processing, contract tracking, credit card reconciliation, cash advances, reimbursements, and financial documentation
  • Coordinate agendas, materials, and minutes for meetings involving the VPUA and Advancement leadership, including tracking subsequent action items and follow‑up
  • Maintain accurate Advancement organizational resources including org charts, personnel documents, distribution lists, and internal directories
• Communications & Campaign/Fundraising Support
  • Draft, edit, and/or proofread high‑level correspondence on behalf of the VPUA. This will include material produced by Advancement Leadership and/or Marketing
  • Manage communication flow among Advancement leadership, external consultants, campus partners, and campaign committees to support campaign readiness and execution
  • Provide oversight for planning and logistics associated with high‑level Advancement events, including, but not limited to, naming ceremonies and campaign events
  • Maintain campaign documentation systems, timelines, and progress reports to support leadership decision‑making

According to Indiana Wesleyan University employment policy all employees must possess a strong Christian commitment and adhere to the standards outlined in the IWU Community Lifestyle Statement.

• Bachelor's degree required

• A minimum of five (5) years of high‑level administrative or project management experience, preferably supporting senior executives or working within advancement, nonprofit, or higher education environments
• Experience supporting complex projects or fundraising campaigns preferred

• Exceptional professionalism, discretion, and confidentiality
• Strong organizational abilities with excellent attention to detail and follow‑through
• Ability to manage multiple, simultaneous priorities in a fast‑paced environment
• High proficiency in Microsoft suite products
• Strong written and verbal communication skills
• Demonstrated initiative, problem‑solving…