Executive Assistant For Advancement

POSITION BEGINS 02-01-2024.

Summary:

This position serves as the initial “point person” between the Advancement Office and Mars Hill constituents. It carries office duty and departmental communication responsibilities, along with assistance in strategic planning, and implementation of special projects relating to alumni activities and University boards.

Office Responsibilities

· Provides front line greeting of visitors – in person or via phone.

· Maintains advancement shared calendar.

· Manages and coordinates Work Study students’ responsibilities

· Organizes and submits required business office documents relating to travel and office expenditures as needed.

· Coordinates circulation of cards amongst staff to constituents. Assists with mail pick-up and distribution.

· Maintains and processes timesheets for the Advancement Office.

· Oversees and manages inventory of office and event supplies.

· Ensures professional appearance for the Advancement Office.

Departmental and Board Communications

· Serves as the liaison between the Advancement Office, office of Marketing/Communications and Business office.

· Assists with facilitating the monthly e-newsletter submissions from Advancement staff.

· Assists Director of Alumni Relations with social media coordination for Alumni Facebook and Instagram pages.

· Assists Director of Alumni Relations with updates to website pages and social media.

· Executes preparation of correspondence, proposals, presentations, and reports, including handling of confidential information for Vice President for Advancement and Director of Alumni Relations

· Assists and posts departmental text messages through Textedly upon request and as needed

· Executes communication to/with the Alumni Board, Board of Advisors, Campaign Steering Committee, Investment Committee, and Advancement Committee as directed by the Vice President for Advancement and others.

· Prepares, reviews, and distributes minutes for board meetings.

Other responsibilities and special projects

· Assists the Vice President and Director of Alumni with special events inclusive of, but not limited to, campaign activities, homecoming, alumni gatherings, and graduation.

· Arranges and plans all logistics for multiple boards and committee meetings.

· Assists with creating (and executing as needed) signage and marketing materials for the Jarvis House, Alumni Relations and Advancement.

· Plans, coordinates and executes internal and external event décor for the department.

· Manages and maintains RSVP’s to various events (including the Presidents Hospitality Suite during Football season)

· Assists with managing the Presidents Hospitality suite logistics for all home, football games.

· Assists with nametag prep for events.

· Assists with interviews and onboarding of new employees.

· Building manager for the Jarvis House.

· Teamwork and other duties as assigned.