Executive Assistant

Reporting to the Executive Director of Development at the School of Engineering, the Executive Assistant (EA) will provide administrative support with a high level of confidentiality and program coordination for signature development activities within the school.

Essential Functions

• Manage the Executive Director of Development's calendar including scheduling appointments, arranging, and coordinating logistics and making travel arrangements as needed.
• Prepare agendas and materials for meetings; assist with presentations and supporting documents.
• Meet with the Executive Director of Development weekly to review tasks and calendars for the purpose of ensuring smooth flow of work in the development office.
• Submit check requisitions, transmittal forms, expense reports, credit card reconciliations for the team and assist with monitoring the department budget.
• Coordinate meetings with university, regional and community leaders, donors, and prospective donors, including support for the Rutgers Engineering Alumni and student organizations.
• Work with both Prospect Management and Research Departments when needed to obtain donor information.
• Assist with logistics for on-campus meetings.
• Manage organizational systems in the office, such as filing, both paper and electronic, and purchasing.
• Maintain accurate and timely data entry in the database.
• Work as liaison to various internal Foundation, external university departments, and vendors on behalf of the Executive Director of Development.
• Support the design, implementation, and management of entrepreneurial, creative, and thematic programs and events for alumni and donor fundraising and engagement, including the Rutgers Engineering Medal of Excellence.
• Coordinate speaking engagements for alumni, including speakers for student organizations and other school events.
• Implement gift specifications, including gift processing, establishing funds, and gift acknowledgement; serve as primary liaison with Rutgers University Foundation.
• Steward gifts and manage donor recognition programs, including coordinating and staffing scholarship recipient meetings with donors.
• Coordinate fundraising initiatives for campaigns, including, but not limited to, Rutgers Giving Day and Medal of Excellence sponsorship solicitation.
• Maintain mastery of fundraising-related platforms at Rutgers, including Blackthorn, Email Concierge, Text Thru, and others as introduced, and support the development department and academic departments with the use of these platforms.
• Perform other duties as assigned.

Competency Aptitudes

Leadership

• Responsible for complex projects with guidance by leadership
• Develop comprehensive project leadership (own all project components)

Autonomy

• Create, manage, and execute critical elements for the department/project/program
• Perform project analysis; devise and implement process improvements to optimize outcomes

Complexity

• Scope of work is highly visible and is pan-University or pan-foundation
• Subject matter expert of department/project/program operations

Strategy

• Assist with strategy development, projects, and proposals
• Begin leading strategy sessions
• Responsible for operational tasks for the project/program/program

Education and/or Experience

Bachelor's degree and/or 2+ years of professional experience in fundraising, alumni relations, non-profit organizations, event planning, higher education, or related fields.

Working Conditions

This position requires clarity of focus while juggling complex projects or deadlines with little physical effort. Will work evenings, weekends, or odd hours to meet organizational commitments. Typical working conditions with an absence of disagreeable elements. This position requires some early mornings and late evenings to accommodate meetings, travel, events, and external constituent's schedules.

Workplace Arrangements

This is classified as an office-centric hybrid position. Colleagues working under an office-centric hybrid arrangement have a primary workstation in a university or foundation location and are in the office between one and five days a week. The frequency with which they are present in the office depends on their role and function and the interdependency of other functions.

Compensation and BenefitsThe position is budgeted for an annual salary of $70,000. In addition to salary, Rutgers University Foundation offers:

• Office-centric hybrid work schedule
• Comprehensive medical
• Comprehensive no cost dental, and no cost vision insurance for employee and dependents
• 403(b) plan with matching employer contribution
• Accrual of three weeks of annual vacation time, in addition to five wellness days and fifteen sick days per year
• Nine holidays, as well as four floating holidays
• Significant tuition reductions
• Professional development is highly valued at the Rutgers University Foundation, where employees are encouraged to look across the organization to develop new skills and abilities for professional career progression.
• $40 monthly cell phone reimbursement

Equal Employment Opportunity

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