We in Boston University Development & Alumni Relations (DAR) harness the power of philanthropy to make an excellent education accessible and welcoming to all, and to advance BU’s global leadership in research, scholarship, artistic creation, and professional practice. To support our work, we have built—and are continuing to build—an outstanding team of dynamic, mission-driven advancement professionals who constantly strive to create an environment where everyone belongs. Where it’s not just about a job, but a career and a community.
Development team is looking for an Executive Assistant who has responsibility for the management and operations for the office of the Vice President for Development.
This Executive Assistant will organize, plan, and communicate with every department within Development and Alumni Relations. The incumbent acts as a first-line representative and liaison to all internal and external constituencies and has frequent contact with the office of the Sr. Vice presidents, deans, and other university administrators. Additional contact with trustees, alumni leaders, parents, and friends of the University is expected. Direct responsibilities include project management; scheduling, organizing, and coordinating meetings; handling confidential correspondence; data entry and preparing reports; and other significant support functions.
The incumbent must have extensive administrative and project management experience, as well as a command of MS Office tools and programs, and experience working in support of a large, complex organization. The incumbent must have highly developed professional and interpersonal skills appropriate to a busy office environment, the ability to learn new skills quickly, and the ability to appropriately handle confidential information and manage multiple projects simultaneously.
- Maintain calendar and schedule appointments and meetings for the Vice President for Development. This includes working with the offices of the deans, trustees, faculty, senior university administrators as well as DAR staff, alumni leadership, alumni, parents, friends, donors and perspective donors.
- Make travel arrangements for the VP and process all required reimbursements and reconciliation of travel expenses in accordance with University and DAR policy.
- Prepare, review, edit and distribute reports, correspondence, memos, and other communications. Answer and screen phone calls, field requests and questions from a wide variety of internal and external constituencies, including trustees, alumni, donors, DAR staff and University administrators.
- Perform other administrative tasks for the Vice President of Development such as: prepare, review, edit and distribute reports, correspondence, memos, PowerPoints and other communications.
Projects & Events:
- Serve as project manager for department-wide strategic initiatives including: individual prospect review meetings with DAR staff as well as Deans’; operating plans; team meetings and departmental retreats. Manage reports and prospect data in Blackbaud eCRM system, the constituency relationship management system used by Development and Alumni Relations (DAR).
- Work with the Vice President for Development to maintain and communicate project information to the staff. Coordinate event logistics, staff events and assist in overall alumni events. Create and execute alumni and other management reports.
- As requested, act as the VP’s delegate for the approval of time-off/leave reports, expense reimbursements, and other requests from VP’s direct reports (4-6 staff) utilizing DAR and University systems and protocols.
- Manage and maintain highly confidential departmental personnel information, alumni records, and donor information with unimpeachable integrity.
- Bachelor’s degree.
- Three to five years’ experience.
- Excellent communications and clerical skills along with strong collaboration, and project management skills.
- Superb organizational and customer service skills are requirements to be successful
- A willingness to become a subject matter expert in Microsoft Office is essential.
- Strong computer skills and the ability to prioritize the workload.
- The selected candidate must be able to handle confidential material responsibly and interact professionally with a wide spectrum of individuals.
- Higher education experience strongly preferred.
- Resourcefulness in finding appropriate solutions to problems and initiative in presenting alternatives and implementing solutions to ensure effective change.
- Ability to anticipate problems and take necessary action to eliminate or mitigate potential negative effects.
- Demonstrated ability to analyze data, interpret relationships, and determine appropriateness in order to recommend decisions in its use.
- Some evening and weekend work will be required.
But that’s not all we’re looking for; we want someone who embodies our values:
- Teamwork, transparency, and mutual respectbecause we value every member’s contributions and know that leadership can come from anywhere.
- Diversity, equity, inclusionand a commitment to ensuring that each of us knows we belong here.
- Integrity in how we work and how we treat one another.
- Strategic thinking and curiosity in the relentless pursuit of fresh approaches and measurable results.
- Continuous growth and improvementboth as individuals and as a team.
- Joy and shared appreciation for working hard towards goals that matter.
If this resonates with you and you want to help us in our ambitious next campaign—and maybe do some of your best work as an advancement professional—we encourage you to apply. If you are hesitant to apply because you have not previously performed every responsibility listed in the description, but you do possess transferable skills and the defined qualifications, we still want to hear from you and welcome your application as well.
To learn more about Development & Alumni Relations at Boston University, and other job opportunities, please stop by the DAR Talent website: https://www.bu.edu/dar-talent/.
Please note all newly hired staff and faculty will need to be in comcompliance with Boston University’s COVID-19 Vaccination and Booster Requirements within 30 days of date of hire. You must upload your vaccine documentation or request a medical or religious exemption (instructions). For further information on the University’s response to COVID-19, please visit the COVID-19 Resources site.
We are an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, age, national origin, physical or mental disability, sexual orientation, gender identity, genetic information, military service, pregnancy or pregnancy-related condition, or because of marital, parental, or veteran status. We are a VEVRAA Federal Contractor.
If you require a reasonable accommodation in order to complete the employment application process, please contact the Equal Opportunity Office at 617-353-6474.