Position Title:

Executive Assistant and Office Manager

Job Description:

As part of a diverse community of faculty and staff who represent many faith systems and worldviews, Marian University seeks an Executive Assistant and Office Manager. Under the direction of the vice president, the executive assistant and office manager provides administrative support for the Office of Institutional Advancement. This position provides high quality, responsive customer service and telephone support; professional business writing skills to produce documents of quality that meet the professional standard; detail oriented to track and manage various fundraising initiatives; strong interpersonal skills; interpersonal skills for verbal and written communications with donors, including the personalization of various materials; project management skills; attention to detail; and performs substantial database work in Blackbaud’s Raiser’s Edge.
Essential Duties and Responsibilities:

• Actively engage the Catholic Franciscan mission and identity of Marian University by modeling the Franciscan Sponsorship Values, honoring the legacy of the founding congregation, promoting unity in diversity, and integrating the Catholic Franciscan intellectual traditions in courses, programs, and services.
• Provides executive assistant functionality for the vice president of Institutional Advancement; produces correspondence, manages Raiser’s Edge database entries, processes expense reports, manages and coordinates various external meetings, and travel arrangements.
• Administrative oversight of various committees: Institutional Advancement Committee, Gala Committee, Campaign Committee, etc.
• Professional business writing skills-including composition, formatting, proofing, editing to meet the professional standard-to produce letters, emails, and other correspondence; documents; presentations; reports; and various copy/layouts for other materials.
• Donor relations:
  o Providing exceptional customer service when working with key constituents.
  o Designing, customizing, and personalizing various materials for donors and prospects.
  o Strong interpersonal skills.
• Project management.
• Manages meeting preparation/logistics for the Office of Institutional Advancement including:

o Preparing agendas, minutes, project summaries, and handouts as needed. o Sending calendar invitations and tracking attendance.
o Meal, hospitality, and/or logistical planning.
o Recording and composing minutes as needed.

• Plans and coordinates team building activities/celebrations.
• Offers support in executing the pledge reminder/invoice process sent to donors as directed.
• Facilitates the onboarding and off-boarding process for staff in the Office of Institutional Advancement (business cards, IT needs, office setup, etc.).
• Provides administrative support (project support, scheduling, reservations, etc.) as needed for advancement team members.
• Manages building maintenance with the Campus Operations team.
• Serves as frontline IT support for the advancement team.
• Manages orders and distribution for office supplies, postage, greeting cards, etc.
• Serves as point of contact for calls into the office and generic email for the team.
• Prepares monthly mileage reports for the vice president other staff members.
• Secures travel reservations as needed for staff (rental cars, hotels, flights).
• Schedules staff meetings, prepares agenda/meeting materials, and produces minutes as a record of discussions.
• Communicates staff requests for vacation/sick time with the vice president.
• Attends and assists with advancement and university events as requested.
• Other duties as assigned by the vice president of Institutional Advancement

Required Qualifications:

Requirements and Expectations:

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.To be qualified for this position the candidate must have a degree in business administration and computer information systems, or an equivalent terminal degree, as well as experience in professional writing, and five years experience supporting a C-suite executive.

• A college degree (bachelor’s degree preferred).
• Have knowledge of and a commitment to the mission of Marian University.
• Strong interpersonal skills.
• Exceptional writing skills: superior composition, formatting, editing, and proofreading skills.
• Familiarity with the Microsoft Office suite of products.
• Database experience/familiarity (Raiser’s Edge experience preferred).
• Ability to work independently with minimal guidance and direction.
• Experience supporting executive-level staff (three to five years preferred).
• Excellent organizational skills and attention to detail.
• Commit to collegiality and collaborative decision-making.
• Effectively prioritize and execute tasks in a high pressure environment.
• Be able to work both independently and in a team environment, often with limited direction.
• Exhibit professionalism and high ethical standards for maintaining confidential information.
• Ability to effectively and appropriately interact with members of the university and business community.
• Problem solving skills.
• Knowledge of and a commitment to the mission of Marian University
• Adheres to Marian University’s policies and procedures
• Shows courtesy and respect in interactions with fellow employees, students subordinates, and supervisors.
• Communicates regularly with supervisor about Department issues.
• Meets department productivity standards
• Participates in developing department goals, objective, and systems
• Assists to establish department measurements that align and support the accomplishment of the University’s strategic goals.
• Adheres to the department budget

Review of applications will begin immediately and continue until the position is filled. Applications require a cover letter, a current CV, and contact information for three professional references.

Marian University is an Equal Opportunity Employer. All individuals, including minorities, women, individuals with disabilities, and veterans are encouraged to apply.

Preferred Qualifications:

Please Review Marian University’s Mission & Identity Statement before responding to the supplementary questions on your application:

https://www.marian.edu/faith

Physical Demands:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.While performing the duties of this job, the employee is regularly required to sit; use hands to finger, handle, or feel objects, equipment, or controls; and talk or hear. The employee is occasionally required to stand; walk; reach with hands and arms; climb or balance; and stoop, kneel, crouch, or crawl.

The employee must occasionally lift and/or move up to 50 pounds. Specific vision abilities required by this job include close vision, distance vision, and the ability to adjust focus.

Posting Number:

P249S

Number of Vacancies:

1

Open Until Filled:

Yes

Special Instructions to Applicants:

Please Review Marian University’s Mission & Identity Statement before responding to the supplementary questions on your application:

https://www.marian.edu/faith

Quick Link for Internal Postings:

https://marian.peopleadmin.com/postings/1784