Executive Assistant

3 weeks ago

Tulsa, United States University of Tulsa Full time

The Executive Assistant reports to the Vice President of University Advancement (UAAE) and Alumni Engagement. This exerienced professional ensures seamless coordination between the University Advancement and Alumni Engagement Teams. This individual will provide administrative and budgetary support, serving an important and visible role, communicating and interacting with senior university leadership and important external constituencies, such as trustees, donors, and alumni. This role supports unit fundraising goals, along with UAAE annual objectives, which are aligned with TU's strategic plan. This individual should support an environment of equity, inclusion, and belonging that values diverse life experiences, ideas, and perspectives.

Essential Duties:

* Maintains a complex appointment schedule for the Vice President, independently resolving scheduling conflicts, prioritizing requests, and confirming meeting details and expectations for the VP. Supports AVP with various scheduling needs.
* Helps keep the VP on schedule and relays high-level needs as necessary, throughout each day.
* Assists with booking travel arrangements, setting appointments, creating itineraries, and preparing briefings in preparation for donor visits.
* Works closely with Research and other staff to compile briefing materials for meetings to ensure VP is fully prepared for meetings.
* Supports VP, AVP, and Senior Director with personnel matters such as onboarding, hiring requests, and other duties while maintaining strict confidentiality.
* Oversees incoming correspondence and requests, prioritizes items that need immediate attention, and prepares and edits letters, memos, and other correspondence.
* Assists with management of UAAE budget, coordinating and interfacing with the Shared Services Center to facilitate purchasing, and accounting functions pertaining to UAAE. This includes the execution of purchase requisitions, reimbursements, and budget transfers.
* Provides support on general correspondence, organization, special projects.
* Performs other duties as assigned/needed.

Required Qualifications

Minimum Qualifications:

* Bachelor's Degree required
* 3 years of relevant experience

Preferred Qualifications

Preferred Qualifications:

Thorough knowledge of the organizational structure of the university and its role in the greater Tulsa community; previous experience in a university setting; proficient with Blackbaud Raiser's Edge or similar CRM database.

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