Executive Assistant for Institutional Advancement/Commencement**

Albany, NY
Apr 29, 2017
Institution Type
Four-Year Institution
7 Columbia Circle Albany, NY 12203

Closing Date: May 30,2017

Excelsior College, a regionally accredited, virtual, private, nonprofit institution of higher learning is seeking dynamic applicants for the position of Executive Assistant for Institutional Advancement/Commencement for the office of Institutional Advancement.


The Executive Assistant for IA/Commencement will provide diversified administrative support services for the Office of Institutional Advancement and for the Commencement Committee. Strong organizational and developed communication skills are required to ensure that projects and the daily work flow of the office are properly organized, prioritized, and accurately completed within prescribed time frames. In addition to performing some tasks typically assigned to an executive administrative assistant, the incumbent will also assist in coordinating tasks and assignments with other staff in Institutional Advancement as well as with the Commencement Committee.

The Executive Assistant IA/Commencement is expected to demonstrate proficient knowledge of word processing and computer applications commonly used in a contemporary business environment; draft correspondence; create organizational systems for storage of documents and files; exhibit initiative and good decision making skills to assist with and coordinate detailed office functions; and perform administrative support duties.


  • Support events organized by IA with a special emphasis on commencement. Work closely with the commencement coordinator and the Commencement Committee; manage student registrations for graduates and their families, order caps & gowns, and ensure the diverse needs of the student population are understood and met throughout the Commencement experience.
  • Support the Vice President and Directors in IA by organizing meetings, collecting materials for reports, assisting in appointment scheduling, travel arrangements and reimbursement.
  • Assist with unit budgetary reconciliation, including tracking and payment of invoices/vouchers/unit expenses/office expenditures.
  • Package and process invoices with appropriate documentation for payment.
  • Maintain accurate alumni and donor records in the Raiser's Edge database, coordinating closely with the Database Specialist and other members of the IA team.
  • Plan and coordinate travel for Institutional Advancement staff traveling on official business.
  • Assist with scheduling meetings, conference calls, and appointments on behalf of the Vice President for Institutional Advancement.
  • Record minutes of staff and cross-departmental meetings.


  • Associate's degree or higher is preferred.
  • Proficiency in MS Office - especially Word, Excel and PowerPoint.
  • High level of accuracy and attention to detail
  • Self-motivation and a collaborative work style
  • High level of accuracy and attention to detail
  • Good organizational, verbal/written skills are necessary
  • Strong time management skills with the ability to plan, prioritize, monitor, and respond to changes quickly
  • Ability to multi-task and prioritize in a fast-paced and dynamic work environment

Application Information

If you have problems with online submission, please call 518-464-8532. Thank you.

Note: Screening for this position will start immediately and will remain open thirty days from date of posting.

Excelsior College offers competitive compensation and a generous benefits package that includes paid time off, retirement, and excellent health insurance. Interested candidates should submit a letter of application, resume, salary history, and the names of three professional references. Please submit requested information at jobs.excelsior.edu/apply-ultipro:


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