Executive Assistant to the Vice President of Advancement

Job description

Position Statement:

Founded in 2005, Georgia Gwinnett College (GGC) is one of 28 institutions within the University System of Georgia. GGC is a premier 21st century liberal arts institution accredited by the Southern Association of Colleges and Schools Commission on Colleges. Serving nearly 13,000 students, GGC’s innovative practices, caring culture, and extremely affordable tuition are changing the game in higher education and changing the future for students at all levels, of all ages, and from all walks of life. Gwinnett County (pop. 920,000+) is home to a variety of businesses, including organizations involved in health care, education and information technology.

Position Title:
Executive Assistant to the Vice President of Advancement

Job Category:

Development - 7010620


Required Documents:
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. The position requires an individual with a high level of initiative, exceptional organization, communication skills and adaptability to a dynamic and fast-paced environment. The position provides the opportunity to manage budgets and projects, lead special assignments and continue building the infrastructure of a growing College and division. Strong interpersonal skills and the ability to problem solve and work independently in a team-oriented environment are essential to the position. The position 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 in keeping meeting minutes as the Assistant Secretary to the Foundation Board of Trustees.


  • 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.
  • Communicate effectively with internal administrative and academic offices, and the external community, to ensure strong working relationships are built and maintained.
  • Additional duties as assigned.

Minimum and Preferred Qualifications:

Required Qualifications

  • Bachelor's degree.
  • 10 years of administrative support with experience in 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.
  • Interpersonal and communication skills with the ability to interact effectively with constituents at all levels required.
  • Effective writing and verbal skills.
  • Competent handling of confidential and sensitive issues with judgment, discretion, and diplomacy.

Preferred Qualifications

  • Graduate Degree
  • Experience in higher education.
  • Strong database experience.
  • Experience managing, planning, coordinating and implementing events.
  • Demonstrated organizational skills and ability to promote process improvements to create institutional efficiencies and ability to scale.
  • Advanced budget management experience and MS Excel skills with the ability to learn college operational and financial systems.

Position Disclosure:

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, sexual orientation, disability or religion. Georgia is an open records state.

Physical Requirements

This position raises funds for both Georgia Gwinnett College and secondarily for the Georgia Gwinnett College Foundation. 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.

Work Hours:
Position may require non-standard work hours (nights and weekends).

Position Status:






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Job No:
Posted: 12/8/2018
Application Due: 12/30/2018
Work Type: