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Executive Assistant, Office of Industry Partnerships

3 months ago

West Lafayette, United States Purdue for Life Foundation Full time
Job DescriptionJob DescriptionDescriptionWorking for the Purdue For Life Foundation offers a unique opportunity to be part of an organization dedicated to empowering Purdue University alumni and fostering a lifelong connection to the institution. By joining our team, you'll have the chance to contribute to a mission that supports educational initiatives, scholarships, and programs that positively impact the lives of Purdue students and graduates. The Foundation's commitment to education and community engagement provides a fulfilling work environment where you can make a meaningful difference in the lives of individuals and the broader community. Additionally, you'll have access to a network of passionate colleagues and the resources needed to drive positive change, making the Purdue For Life Foundation an inspiring and rewarding place to build your career. Your next giant leap starts here. Apply today

Essential Functions
  • Provide high-level administrative support to the Vice President, Executive Directors, and team members in the Office of Industry Partnerships.  
  • Coordinate all team functions for the Office of Industry Partnerships, working in the office most of the time. 
  • Maintain knowledge of appropriate development procedures to ensure confidentiality and accuracy.
  • Compose and distribute communications with key internal and external stakeholders and the OIP team.
  • Assist OIP Directors with logistics and coordination of corporate visits, industry days, and other campus events. 
  • Professionally and courteously, greet all guests, using good judgment to provide excellent customer service.
  • Direct inquiries and information to appropriate team members.
  • Assist with day-to-day operations, projects, reporting and workflow related to development, stewardship, donor relations, special events, and alumni relations.
  • Organize and maintain event calendars, coordinate meetings and appointments on behalf of Directors, manage interoffice calendars, and travel schedules.
  • Serve as the liaison between OIP and PRF/PFLF by participating in and attending Foundation events, bringing pertinent information back to OIP/faculty/staff as appropriate. Collaborate with University Conference team to organize and stage events utilizing university resources or external vendors and collaborate with appropriate university departments, i.e., company days on campus, lecture series, student-focused events, information sessions, and others.

Additional Responsibilities    Office of Industry Partnerships  
  • Research and prepare confidential biographical and financial information on prospective donors, alumni, corporations, and foundations.
  • Coordinate prospect management and development research requests.
  • Coordinate mailings for the OIP staff as needed.
  • Update the website with routine information like photos, titles, news.
  • Research, obtain, compile, and distribute confidential information as appropriate.
  • Prepare briefing materials for the Directors in anticipation of future meetings.
  • Prepare PowerPoint decks/slides and other presentation materials for the directors upon request.
  • Assist the directors in preparing and distributing OIP development financial reports and other critical information.
Office Management
  • Work closely with the Vice President, Executive Directors, and the business office to prepare payment requests, expense reports, travel plans, reconcile credit cards and support business operations.
  • Maintain shared data/file organization and management, including confidential information.
  • Respond to a high volume of requests from the University, sponsoring agencies, corporate and private foundation entities, CEOs, distinguished alumni, sponsored research agencies and others while accommodating internal requests.
  • Prioritize requests, including last minute rescheduling, with tact and diplomacy.
  • Report and record data pertaining to corporations, foundations, alumni, parents, donors, and events, such as contact information and interaction reports.
  • Prepare forms, coordinate all aspects of travel, including flights, hotels, rental cars, meal reservations, meetings, and prepare expense reimbursements and reconciliations for team members.
  • Manage Vice President, Executive Director, and directors’ calendars, arrange travel foreign and domestic.
  •  Devise various options for proposed trips, coordinate and obtain alternate itineraries, comply with event specifications.
  • Coordinate additional details including security clearances and passes, and meetings with alumni, colleagues, donors, and prospects.
  • Prepare itineraries; communicate details to directors, event sponsors, and others as appropriate.
  • Process forms, payments, and order office supplies as needed.
  • Oversee processing of individual and corporate/foundation wire transfers and donor checks, ensuring funds are credited to proper accounts and appropriate individuals and units within the College and Engineering
  • Manage gift notification process to schools, departments, and programs.
  • Assist with the processing and recording of Gift-in-Kind paperwork.
Information Coordination
  • Organize and maintain information handling systems, both computerized and manual, for corporate and foundation donors and prospects.
  • Fully utilize the prospect management system to input and maintain data, including address changes, assignments, and reports.
  • Track major gift solicitation assignments and results, utilizing appropriate reporting format and updating contact reports.

Skills, Knowledge and Abilities
  • Excellent organizational, time-management, and interpersonal skills.
  • High proficiency in Microsoft Word, Excel, PowerPoint, and Outlook (email and calendaring).
  • Ability to influence and build working relationships across the academic units, PFLF, PRF, and Purdue at all levels with a focus on excellent customer service.
  • Strong verbal and written communication skills, including professional telephone and office etiquette, planning, proofreading, drafting, and editing correspondence and reports.
  • Ability to efficiently multi-task, work under pressure, handle frequent interruptions and meet deadlines.
  • Capable to work independently, take initiative, identify problems, analyze information, and implement solutions.
  • Ability to compose professional and timely correspondences, financial reports, and spreadsheets.
  • Ability to work occasional evenings and weekends. 
  • Must handle confidential information with discretion and produce high quality work with attention to detail.

Required Education/Experience and Benefits
  • Associate's degree required.
  • Bachelor's degree preferred.
  • Minimum of five years of high-level office management required.
  • Experience in using the full range of Office tools. 
  • Experience in office organization and program/project management.
  • Experience in development or similar areas, such as marketing or sales, preferred.
  • Experience with assisting customer relationships through written and verbal communication.
  • University experience preferred.

Benefits Summary for eligible employees:
  • 10 paid holidays per year.
  • Accrue up to 22 vacation days a year.
  • Traditional pre-tax 403(b) and Roth retirement plans available.
  • 10% employer contribution to your retirement plan and immediate vesting.
  • Health Savings Account- earn up to $450 annually towards medical expenses.
  • Employer funded Preventative Dental and Vision insurance. 
  • Tuition discounts on eligible programs at Purdue University and Purdue Global for qualified employees, spouses, and dependents.