Executive Assistant to the Vice President of Advancement
Founded in 2005, Georgia Gwinnett College (GGC) is the 31st member of the University System of Georgia. GGC is a premier 21st century four-year liberal arts institution accredited by the Southern Association of Colleges & Schools Commission on Colleges. With a current enrollment of almost 10,000 students, enrollment is projected to exceed 13,000 students within three years, including both residential and commuter students. Located in the greater Atlanta metropolitan area, GGC provides a student centered, technology-enriched learning environment. Gwinnett County (pop. 850,000+) is home to a variety of businesses, including organizations involved in health care, education and information technology.
Executive Assistant to the Vice President of Advancement
Development - 7010620
Cover Letter, Resume
Reporting to the Vice President for Advancement, the Executive Assistant provides advanced, diversified, and confidential executive-level administrative support to the Vice President. This position manages the daily operations of the Office of the Vice President for Advancement and assists the Vice President in the oversight, operations, and administration of the Advancement Division. It regularly requires exercise of independent judgment and a comprehensive knowledge of the College, its programs and personnel, and the issues it faces. The position also serves as the Assistant Secretary to the Foundation Board of Trustees.
RESPONSIBILITIES AND ESSENTIAL FUNCTIONS
- Provide professional representation of the Vice President's office, exercising judgment and discretion in responding to or initiating internal or external contacts - addressing issues independently without direct supervision.
- Progressively anticipate, analyze, and meet the administrative demands of the Vice President's office, multi-tasking to effectively handle a rapid pace of activity and frequently changing priorities. Make independent decisions regarding information to be forwarded to other staff members for action and/or follow-up on behalf of the Vice President. Direct internal and external inquiries to appropriate departments and/or staff members and ensure situations are resolved.
- Contact in person, by telephone, and via written correspondence various high level GGC constituents, including the GGC Foundation Board of Trustees, donors, legislators, business leaders, community leaders and GGC faculty members and administrators. Maintain complete confidentiality and anonymity of contacts when necessary.
- Provide high-level administrative support to the Foundation office and Board activities.
- Manage Vice President's budget and expenditures. Process invoices and expense reports, and track all documentation specific to Advancement and GGC Foundation policies for expense reimbursement. Plan and arrange travel details, and conduct maintenance and oversight of Vice President's travel funds and reimbursements.
- Represent Vice President in meetings. Serve as liaison for Vice President as needed.
- Manage and evaluate the work of one or more administrative staff and/or student assistants, as necessary. Make hiring decisions for subordinates and/or additional office staff.
- Maintain the Vice President's calendar, managing the Vice President's time for maximum productivity and efficiency. Prioritize matters requiring the Vice President's attention. Facilitate the communication of information and directives both up and down the College's and division's chain of command. Act as primary contact for all matters related to the Vice President's schedule and activities.
- Coordinate with leadership and Advancement colleagues to independently manage and execute high-level meetings and activities (mostly external to GGC) from planning stage to execution. Use discretion in attendee consideration for high-level meetings and activities (mostly external to GGC) which have financial impact on the College and community. Use independent judgment to manage registration processes. Obtain information, prepare briefing files, draft agendas, developing presentation materials, recording minutes, and organizing and executing follow-up actions, as necessary.
- Research and analyze data from various sources and/or databases; compose reports; coordinate data requests as appropriate.
- Compose and prepare confidential reports regarding appointments and meetings with high-level donors for the president and Vice President. Prepare and draft correspondence of all types for the Vice President, as needed.
- Complete confidential donor call reports.
- Create and maintain, in coordination with colleagues, analytical management reports and professional presentation materials for presentation to diverse outside audiences.
- Assist with strategy sessions to develop confidential cultivation/stewardship plans for high-level donors/prospects.
- Additional duties as assigned.
SALARY: Commensurate with education and experience.
Minimum and Preferred Qualifications:
EDUCATION AND EXPERIENCE
- Bachelor's degree and 10 years of office related work experience or 15+ years providing executive-level administrative support within a large, complex organization.
- Proficient in a variety of Windows-based computer programs including MS Outlook, Word, Excel, PowerPoint.
- Experience in higher education.
- Strong database experience.
- Experience managing, planning, coordinating and implementing events.
KNOWLEDGE, SKILLS AND ABILITIES
- Ability to learn college operational and financial systems.
- Demonstrated ability to manage stressful situations with tact and diplomacy and to use sound judgment, discretion and initiative, particularly as it relates to handling sensitive and/or confidential information.
- Excellent problem-solving, time management, and organizational skills with strong attention to detail. Ability to promote process improvements to create institutional efficiencies and ability to scale.
- Maintain a healthy, fair, and inclusive work environment by promoting diversity and exercising teamwork and collaboration when working with diverse groups, donors, volunteer groups, and coworkers.
- Actively promote a professional workplace culture of mutual respect and collegiality for all members of the institution.
- Excellent oral and written communication skills and interpersonal skills, including the ability to deal successfully with a broad spectrum of people at all levels in stressful or difficult situations.
- Demonstrated ability to meet deadlines, anticipate needs, prioritize multiple tasks, "think on your feet", follow-through, and work independently without supervision, while handling frequent interruptions and rapidly shifting priorities.
- Proven proficiency with Word, Excel, PowerPoint, and Outlook (or similar scheduling/calendar program), and familiarity with Microsoft Office applications.
- Demonstrated project management, time management, and organizational skills, with the ability to manage details of multiple and complex projects within firm schedules.
- Experience managing executive calendars, coordinating travel, and staffing executive level committees.
- Ability to communicate and work effectively with individuals from diverse backgrounds and cultures.
- Excellent writing, editing, and verbal communication skills; attention to detail.
- Self-motivated and reliable; organized and flexible.
- Commitment to and experience with promoting and enhancing diversity and equity.
Due to the volume of applications, applicants may not receive a reply from the College unless an applicant is selected for an interview. Review of applications will continue until positions are filled. Hiring is contingent upon eligibility to work in the United States and proof of eligibility will be contemporaneously required upon acceptance of an employment offer. Any resulting employment offers are contingent upon successful completion of a background investigation and credit check if applicable to the position, as determined by Georgia Gwinnett College in its sole discretion. Georgia Gwinnett College, a unit of the University System of Georgia, is an Affirmative Action/Equal Opportunity employer and does not discriminate on the basis of race, color, gender, national origin, age, disability, sexual orientation or religion. Georgia is an open records state.
Position may require local travel. Ability to lift and carry files and materials. Ability to move from one office to another office on campus. Adequate vision, hearing and manual dexterity to interact with people in person, on the phone and in writing. Applicant must be able to perform the essential functions of the job, with or without reasonable accommodations.
Position may require non-standard work hours (nights and weekends).