JOB TITLE: Executive Assistant
REPORTS TO: Vice President for Advancement
SUMMARY: Reporting to the Vice President for Advancement, the Executive Assistant is responsible for coordinating the activities of this executive office. This position performs a wide variety of administrative support services, ranging from complex to routine, all of which contribute to the efficient and professional operation of the office and communicates with a wide variety of internal and external audiences. It is expected that the incumbent has a genuine appreciation for and understanding of protocol, discretion, respect, diplomacy and professionalism, is able to accept and assume responsibility, and has the ability to interpret and make decisions in accordance with prescribed procedures and practices of the institution. The Executive Assistant will have the ability to work independently and must be able to handle a wide variety of activities and confidential matters with utmost discretion.
Essential Duties & Responsibilities:
• Manages the Vice President’s calendar, prioritizing appointments and proactively resolving conflicts.
• Proactively creates and maintains effective workflow and communications, which includes the handling of a variety of projects and tasks simultaneously.
• Responds to Vice President’s phone and email, providing information and referring inquiries to appropriate sources based on a broad knowledge of the University’s procedures, protocols and personnel.
• Maintains confidentiality, tact and respect at all times.
• Manages the Vice President’s contact reports entry into CRM database.
• Acts as intermediary between the Vice President and their direct reports as well as between the Vice President and the University community, and parties external to the University.
• Retains receipts and reconciles the Vice President’s credit statements in compliance with the University’s policies and guidelines.
• Completes and submits the Vice President’s expense claims as required following the respective policies and guidelines.
• Codes all invoices received for payment in the Advancement office in compliance with University policies and guidelines.
• Reviews all documents received for the Vice President’s signature. Follows up with senders to correct errors or omissions.
• Maintains records regarding vacation and leaves for staff reporting to the Vice President including verifying dates and posting on Vice President’s calendar.
• Provides “gatekeeper" role, creating win-win situations for direct access to the Vice President's time.
• Prioritizes conflicting needs; handles matters expeditiously, proactively, and follows-through on projects. Responds to routine inquiries without need for consultation with the Vice President.
• Clarifies issues for the Vice President and acts as a confidential “sounding board” and as a second set of eyes and ears for the Vice President.
• Maintains a logically organized, comprehensive paper and electronic filing systems for the Vice President’s office.
• Maintains Advancement office administrative tasks, including mail distribution, purchase orders, bulk mail assembly and mailing as requested, and benefits reports
• Responsible for overseeing the general upkeep and appearance of the office, including maintaining order in the office’s common areas.
• Greets and screens of all visitors and callers to the Advancement office.
• Regularly reviews Advancement divisional web and portal pages, including those of subordinate departments. Authors and edits pages as necessary to maintain a current and appropriate online presence.
• Coordinates teambuilding and other events as directed.
• Reads and edits the Vice President’s correspondence. Writes on behalf of the Vice President and in their voice, as requested.
• Serves as back-up to Manager of Advancement Services, including gift processing and acknowledgment.
• Schedules support for Advancement office leadership.
Board Committees Support and Liaison
• Provides support to two Board Committees by drafting agendas in collaboration, producing hard copy materials on an as-needed basis to support meetings, arranging meeting dates/times/rooms/refreshments and attending meetings to document minutes.
• Maintains Board committees meeting schedules.
• Prepares, posts and distributes board committee materials on wiki sites.
Meeting and Travel Coordination
• Schedules meetings on and off campus, books conference rooms, coordinates set up if needed and arranges catering if needed.
• Makes travel arrangements for the Vice President as required, including booking flights, hotel accommodation and car rental.
Occasional early morning and late evening work is required.
The above statements are intended to describe the general nature and level of work performed by the incumbent; they do not purport to describe all functions. Incumbent may be assigned other duties, and the essential functions may change from time to time as necessary.
Education & Experience:
• Bachelor’s degree
• Ten years of increasingly responsible office work; or any equivalent combination of experience and training that provides the required knowledge, skills and abilities.
• Maintains the highest level of confidentiality and discretion
• High degree of emotional intelligence
• Strong interpersonal and problem-solving skills
• Ability to multi-task
• Ability to handle detail effectively and accurately
• Ability to organize and prioritize tasks
• Excellent oral and written communication skills including ability to write clearly
• Knowledge of University organization and operating procedures
• Command of MS Outlook calendaring system, Excel, Word and the ability to learn new programs quickly
• Customer relationship management (CRM) experience, a plus
ABOUT THE UNIVERSITY:
The University of the Arts—a leader in developing visual and performing artists and designers since 1876—is the only university in the United States that allows its students to collaborate across traditional lines. With more than 30 majors, 30 minors and 13 graduate programs in visual arts, performing arts, design and liberal studies, UArts develops alumni who are not only leaders in their disciplines, but also creative thinkers able to succeed in any path they choose. Our nearly 1,900 students study and create on our campus in the heart of Philadelphia’s Avenue of the Arts, the city’s cultural center, within walking distance of hundreds of galleries, museums, theaters and other performing arts venues.
TO APPLY: Interested, qualified applicants should submit letters of application and resumes to the Human Resources Department via email to email@example.com. Please ensure job title is in the Subject line.
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THE UNIVERSITY OF THE ARTS IS AN EQUAL OPPORTUNITY EMPLOYER