Executive Assistant

1 month ago

toledo, United States The University of Toledo Foundation Full time

PRIMARY RESPONSIBILITY:

Provide executive level administrative support to Associate Vice President (AVP) of Alumni Engagement and Annual Giving and The University of Toledo Alumni Association Board of Trustees. Establish, maintain, and manage an organized, effective, and professional operating environment for the Alumni Engagement and Annual Giving team.

SPECIFIC DUTIES:

The following duties reflect management’s assignment of essential functions; it does not prescribe or restrict the tasks that may be assigned.


Executive administrative office related responsibilities:

  • Manage the day-to-day administrative affairs and the calendar of the AVP of Alumni Engagement and Annual Giving.
  • Initiate, prioritize and compose correspondence for AVP of Alumni Engagement and Annual Giving and the department.
  • Arrange travel including transportation, overnight accommodations, and itineraries for the AVP of Alumni Engagement and Annual Giving, when needed.
  • Perform clerical tasks to include answering phones, sorting, and distributing mail, and maintaining files. Orders supplies including business cards, letterhead, note cards, envelopes, etc.
  • Manage budget related items for the AVP of Alumni Engagement and Annual Giving including monthly budget reviews for office income and expenses, the processing of receipts, monthly credit card reconciliations, office-related purchases, check requests, and UToledo indexes related to Alumni Engagement.


Alumni Association (AA) Board of Trustees related responsibilities:

  • Coordinate activities and meetings for the AA Board of Trustees, Executive Committee and assigned Alumni Association Committees.
  • Prepare and distribute Board meeting notices, agendas, minutes, and other materials in a timely manner.
  • Maintain the official records of the Board of Trustees including meeting minutes for all Board and assigned committee meetings; resolutions and other business related to Board activities.
  • Schedule all Board and assigned committee meetings; preparation of attendance lists; catering; equipment needs.
  • Provide support for all Board and assigned committee meetings.
  • Maintain current professional and personal data on trustees; maintain Board member mailing list.
  • Coordinate activities and meetings for Past Board Presidents twice per year.
  • Manage Board nomination process.


OTHER RESPONSIBILITIES:

  • Assist in the planning and support of Alumni Association events and activities including but not limited to Homecoming, Art on the Mall, home and away football tailgates, and other events as needed.
  • Effectively communicate with alumni, internal, and external contacts regarding alumni and annual giving activities.
  • Manage internal and external requests for information.
  • Coordinate scholarship application process, documentation, and awarding.
  • Other duties as assigned.


QUALIFICATIONS:

Associate degree in business, secretarial science, or related professional field preferred. Experience and high skill level with Microsoft Office 365 including the ability to transfer and use information between applications required, and ability to learn job-specific technology and applications. Minimum 3-5 years of executive administrative assistant experience preferred. Event coordinator or meeting planning experience preferred. Non-profit experience preferred.

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