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Executive Assistant to the VP of Development

Stetson University
DeLand, Florida, United States

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Executive Assistant to the VP of Development

Tracking Code903 - 280Job Description

The Executive Assistant to the Vice President for Development & Alumni Engagement is the primary administrative support staff person for the Vice President. This position also oversees administration for the Office of Development as it pertains to the VP.


  • Provide direct support to the Vice President. These duties include, but are not limited to, management of the VP’s calendar, scheduling meetings, preparing agendas, taking minutes, compiling, and preparing meeting materials as needed, creating and updating Outlook contact groups, making travel arrangements.
  • Provide support to the Director of Strategic Initiatives on special initiatives as needed.
  • In coordination with the Director of Strategic Initiatives assist with the management of the President's major gifts portfolios, make appointments with donors and schedule travel arrangements.
  • Maintain Development & Alumni Engagement personnel records and manage and maintain salary and expense budgets.
  • Responsible for talent management on-boarding to off-boarding.
  • Project management on special events including invitations, RSVPs, event logistics, event flow/ scripts and special projects, as assigned
  • Schedule, prepare, and coordinate joint board “All Boards” annual meeting as well as Board of Trustees Development Committee meetings.
  • Coordinate closely with Development Operations on BOT and VIP Pledges reminders
  • Coordinate internal staff events for Development & Alumni Engagement Division, i.e. holiday luncheon, planning meetings /workshops, etc.
  • Performs other site and position specific functions as assigned.


  • Handle telephone calls and visitors on behalf of the Vice President, providing information and assistance when appropriate.
  • Maintain Outlook calendar for VP.
  • Compose correspondence and fundraising proposals for the Vice President's signature.
  • Proofread fundraising proposals prepared by the Development Office.
  • Schedule appointments, arrange and confirm meetings, make travel arrangements, and prepare itineraries for the Vice President and when needed for Major Gifts Officers.
  • Manage Vice President's portfolio and secures appointments with major gift donors and prospects
  • Organizes office records.
  • Serves as liaison between the Vice President and other Development & Alumni Engagement staff members and assists in problem solving.

Minimum Education: Bachelor's degree or equivalent combination of education and training/work experience

Required Skills
  • Ability to compose effective correspondence and to perform complex office tasks without referral to a superior.
  • Ability to make decisions in accordance with established policies and procedures.
  • Ability to deal effectively and courteously with internal and external inquiries and complaints, through friendly and helpful communication.
  • Ability to establish and maintain effective working relationships with students, other employees, and the public.
  • Ability to secure appointments with major gift donors and prospects.
  • Ability to supervise and delegate tasks with direction from the VP, as needed.
Required Experience
  • A bachelor’s degree is desired; however, a substitution of a combination of education and experience will be considered in lieu of the degree.
  • Previous experience providing administrative support is required, previous experience assisting Executives is preferred.

Salary Grade: 6

Completed COVID-19 Vaccine status required

Job LocationDeLand, Florida, United StatesPosition TypeFull-Time/Regular


Stetson University is located in DeLand, Fla., with a second campus in Gulfport, Fla. and two satellite centers. Founded in 1883 by Henry A. DeLand as the DeLand Academy and later renamed Stetson University to honor its benefactor, John B. Stetson, the university has a storied history of leadership, values and significance. The university is home to many Florida firsts, including the first collegiate newspaper, the oldest schools of business administration and music, the first college of law and was the state's first private university to integrate.

But our story is about more than the buildings at our campuses and those who helped build them; it's really about our students.

The university is led by President Wendy B. Libby, supported by administrative offices which provide services and resources to students and faculty. Stetson University is home to 73 academic programs in four divisional areas and with undergraduate and graduate studies offered in many areas. The university is accreditedby numerous accrediting agencies, including the Southern Association of Colleges and Schools Commission on Colleges, and curriculum is closely aligned with the marketplace to prepare students for life after Stetson. Undergraduate leadership, research, volunteer service and participatory activities flourish at all four of the university's locations.

At Stetson University, graduation isn't the end goal. It's just one stop along the way as students pursue something greater for themselves and the world around them.

At Stetson University, we dare students to be significant.

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