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Executive Assistant to the Vice President for Institutional Advancement

Haverford College

This is a Contract position in Charleston, SC posted August 5, 2022.

Haverford College invites applications to our available full-time, exempt, benefit-eligible Executive Assistant to the Vice President in Institutional Advancement position.

The Executive Assistant is a key member of the Institutional Advancement Senior Team and a pivotal partner to the Vice President for Institutional Advancement.

Under the general direction of the Vice President, the Executive Assistant to the VPIA manages all aspects of administrative tasks and processes, including those for committees of the Board of Managers.

While working independently and in teams, the Executive Assistant is highly proficient in proactively attending to highly detailed information and projects.

The Executive Assistant to the VPIA performs a broad range of tasks of a highly confidential nature, requiring initiative, critical thinking, and good judgment to make independent decisions.

The Executive Assistant also oversees the functions of the four administrative assistants who are responsible for the day-to-day operations of the departments of Advancement Operations, Philanthropy and Campaign, Alumni and Constituent Engagement, and Charitable Gift Planning and Principal Gifts.

Primary Responsibilities Manages the VP’s calendar by serving as the primary lead coordinator for all internal and external meetings.

Schedules and coordinates the VP’s travel arrangements, which includes suggesting and requesting priority meetings with constituents, developing itineraries, handling logistics, and assembling travel packets with briefings and other background materials.

Manages all aspects of travel reporting and reimbursement on behalf of the VP.

Serves as the primary administrative liaison from Institutional Advancement to the Office of the President.

Independently addresses requests and issues, ensuring timely replies, resolution, and closure.

Sets the tone, with oversight as well as leading by example, for other administrative support staff in Institutional Advancement regarding work ethic, professionalism, positivity, goal achieving, productivity, model conduct, attitude, presentation, and demeanor expected as a representative of our division and the College.

Essential Functions & Primary Responsibilities, Including but not limited to: The Executive Assistant: Develops and implements project goals and related tasks for timely completion.

Simultaneously manages multiple projects with competing priorities and works effectively and with attention to detail under short deadlines.

Organizes and analyzes data in a detail-oriented manner under deadline pressure.

Assists the VPIA with all matters related to the management of their portfolio, including scheduling of meetings and travel, gifts, events (such as alumni weekend, family and friends weekends, commencement, etc); cleanup of transcribed meeting notes and placement in the CRM; follow up actions; etc.

Operates equally well independently and in teams, with initiative and discretion in all interactions with constituents in a diverse community.

Sets priorities, exercises judgment, manages important relationships, and provides timely and concise information.

Oversees and attends to Founders’ facilities requests, kitchen maintenance, etc Tracks all IA device needs in collaboration with IITS (computers, ipads, etc.) Coordinates presidential calendar planning as it pertains to IA needs in Spring for the following fiscal year Ensures that the Vice President is well-prepared for meetings, speeches, travel, and events.

The Executive Assistant
– in coordination with the AVPs of Advancement Operations, Alumni and Constituent Engagement, Philanthropy, and the Executive Director of Charitable Gift Planning and Principal Gifts: Oversees the four administrative assistants in Institutional Advancement.

Ensures clarity of job descriptions and coordination with respective departments.

Provides training for division-wide administrative tasks and nurtures a culture of collaboration and collegiality, whereby administrative assistants are cross-trained and provide backup support for one another.

Conducts regular team meetings as well as one-on-one meetings for planning, coordination, assignments, follow-up, and completion of tasks Attends to matters of performance, creating improvement plans as needed, conducting annual performance reviews, and making appropriate decisions as needed in tandem with the key IAST partner.

The Executive Assistant, in collaboration with the Director of Strategic Initiatives: Manages all aspects of meetings led by the VP, including coordinating the agenda, securing space, and creating support materials; scope encompasses (but not limited to) meetings with the Board of Managers, Senior Staff, IA Senior Team meetings, and IA all-staff meetings.

Manages and ensures appropriate and timely follow-up on internal and external requests for information or action; maintains a “to do” list and meets regularly with VP to manage and determine priorities.

Initiates fact-finding to triage, resolves issues, and provides appropriate referrals for assistance.

Other Responsibilities Serve as project manager for significant projects as assigned.

Remain current on best practices in Institutional Advancement through independent study, participation in group seminars and workshops, as well as through one-on-one training.

Line of Report: The Executive Assistant reports to the Vice President for Institutional Advancement.

There will be four administrative assistants reporting to the Executive Assistant, in coordination with the AVPs of Advancement Operations, Alumni and Constituent Engagement, Philanthropy, and the Executive Director of Charitable Gift Planning and Principal Gifts.

Essential or Non-Essential Employee: This status determines the identification, treatment of time, and use of “Essential Personnel” during campus emergencies, including those that dictate a suspension of services and/or closure of operations, i.e.

inclement weather.

During an emergency, Essential Personnel is required to be on campus in order to provide services that relate directly to the health, safety, and welfare of the College, ensure continuity of key operations and maintain and protect College’s properties.

☐ This is a Non-essential employee role Education, Training, & Experience: Bachelor’s degree required Eight to ten years of executive level assistance, preferably in a college or university setting including advancement/development offices Program, staff, and budget management experience Strong organizational and interpersonal ability Skill in dealing with people, diplomacy, tact, discretion, and the ability to maintain confidentiality.

An appreciation for the liberal arts and its potential to develop the fullest expression of individual identity and contribution to the community.

Superior written and oral communication skills, creativity, and demonstrated success in managing multiple projects Some travel, evening and weekend work may be required Valid U.S.

driver’s license required Computer literacy, including familiarity with Microsoft Office, and Raiser’s Edge or other fundraising databases Physical Demands and Environmental Conditions Required for this Position: Lifting (to exert strength to move objects from one place to another): Sedentary Lifting: (0-10 pounds) Up to three hours Light Lifting (10-20 pounds): Up to three hours Moderate Lifting (20-50 pounds): Never Heavy Lifting (50 to 100 pounds): Never Pulling (to draw an object toward oneself to move or change its direction): Never Pushing (to exert force upon an abject to move or change its direction): Never Carrying (to hold objects while moving entire body): Never Reaching or working above shoulder (to extend arms upward or outward away from body): Up to three hours Walking (to move entire body in erect position): Up to three hours Standing (to maintain body in erect posture in stationary position): Up to three hours Sitting (to rest weight on buttocks and back of thighs with legs bent at knees): Three to six hours Crouching/Stooping (to bend upper body forward while fully flexing knees): Up to three hour Kneeling (to maintain upper body in erect position while resting knees on ground): Never Climbing (to ascend or descent heights using ladders, scaffolding, stairs, poles, inclined surfaces): Never Twisting (to rotate upper body while feet remain stationary): Never Driving (operating a motor vehicle, crane, tractor, forklift, etc.): Up to three hours Exposure Limitation (i.e., cold water, dust, gas, fumes, extreme temperatures): Never Special Requirements: All faculty and staff (including contract workers) who are employed or engaged by Haverford College, must be fully vaccinated against COVID-19, and provide proof of vaccination (including a booster dose when eligible) unless an exemption from this policy has been granted as an accommodation or otherwise.

Ability to obtain and maintain PA Act 153 child abuse clearances.

Possession of a valid U.S.

Drivers’ license and ability to pass a Motor Vehicle records check.

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities that are required of the employee for this job.

Duties, responsibilities, and activities may change over time with notice.

To Apply: Interested applicants are invited to submit an application to include a cover letter, resume, and the names and contact information of three (3) references as a single Word document or pdf by visiting The application deadline is August 8, 2022.

Failure to provide the required documents may result in a lack of consideration.

Haverford College is an Equal Opportunity/Affirmative Action employer committed to diversity, equity, inclusion, social justice, and providing equal opportunities and access to all individuals regardless of race, ethnicity, religion, gender identity, sexual orientation, national origin or ancestry, age, marital status, disability, or veteran status.

Women, non-binary and transgender individuals, people of color, Indigenous people, and those with other or multiple historically marginalized and/or underrepresented identities are especially encouraged to apply.

Haverford College and our consortial partners are located on Lenape lands.

Julie Novack Risk Management & Insurance jnovack [at] Author Archive