Executive Assistant

The ideal candidate will provide top-level assistance for high level executives. They should be well-organized and be comfortable scheduling meetings and responding to emails on the executive's behalf. Lastly, this individual should be able to draft documents and help the executive with any necessary meeting preparations. ResponsibilitiesAdministrative Duties and Correspondence – 50% • Handle travel arrangements for Senior VP • Prepare petty cash reimbursements, mileage claims and travel expense reimbursements for Senior VP • When requested, provide administrative support to other Assistant Vice Presidents in the absence of their administrative specialists. • Assist with correspondence, PowerPoint and Excel materials to support presentations, reports and proposals for internal and external audiences • Provide copyediting for all written materials. Team Meetings Coordination and Special Projects – 25% • Attend and coordinate leadership meetings (Cabinet) • Manage Team (all-staff) meetings and FLF meetings (all fundraising staff) • Act as lead planner for all-staff events such as retreats and recognition events • Compile and record monthly and yearly reports for the Senior VP, assist with special projects as needed. • Provide administrative support for high-level fundraising volunteer committees Calendar Management – 25% • Calendar management for the Senior VP o Schedule meetings, appointments, conferences, interviews and informal get-togethers with staff. Secure briefings and materials for these engagements. o Schedule donor visits, gather all necessary materials, and ensure that the donor has directions, parking instructions, and is met at the reception desk. Set up meeting rooms for attendees. o Maintain list of assistants for executives, faculty, UW colleagues and donors as contacts. o Receive and screen meeting invitations.

Qualifications

Bachelor's degree or equivalent experienceProficient in Microsoft Office suiteExperience in managing multiple priorities, administrative coordination, and logisticsWell-organized, detail-oriented, ability to multi-task with great follow-up skillsStrong written and verbal communication skillsBachelor of Arts degree and 5+ years of experience in an executive administrative office environment • 5+ years of experience providing direct support of an executive - SVP, VP or C-Suite Level • Demonstrated strong computer skills, including strong proficiency with Microsoft Outlook, Word, Excel, and PowerPoint for calendaring, correspondence, presentations, special reports, spreadsheets, etc. Comfort with learning new software • Strong interpersonal skills and customer service orientation. Poised, professional manner and the ability to communicate clearly, directly and empathetically in all interactions: verbal and written communications, one-on-one conversations and in groups, etc.