Executive Assistant – for VP of Development and Campaigns

****Boston University Advancement

With a team of over 260 employees, Boston University's Advancement division plays a vital role in fostering connections between the University and its community of supporters, including alumni, donors, parents, and friends, to elevate the University's academic and research initiatives. We harness the power of philanthropy and engagement to make an excellent education accessible and welcoming to all, and to advance BU's global leadership in research, scholarship, the arts, 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.

Boston University Advancement has prioritized staff development and growth, recognizing that a skilled and motivated team is essential to its success. Through ongoing professional development opportunities, tailored training, mentorship programs, and a collaborative work environment, we foster continuous learning and career progression for our staff. This commitment to nurturing talent not only enhances our effectiveness but also ensures sustainable, long-term relationships that benefit the entire Boston University community.

The Office of the Vice President for Development and Campaigns partners closely with the Senior Vice President and the President to design and implement strategies for all Boston University fundraising campaigns. These efforts build on the momentum of a dynamic new University President committed to securing transformative gifts that strengthen BU’s reputation as a globally recognized, R1 research institution with an internationally diverse community.

The Office works in collaboration with the President, Provost, Deans, senior fundraisers, and other University leaders to establish and execute campaign priorities and goals. Within the Office of the Vice President for Development and Campaigns are teams focused on Major Gift Fundraising, Athletic Development, and Stewardship and Donor Relations.

Job Description:

The Executive Assistant is a pivotal member of the Advancement team, providing high-level support to the Vice President for Development and Campaigns (VPDC) and contributing to the success of campaign initiatives. This role serves as a trusted representative of the VPDC, managing communications and interactions with internal and external stakeholders – including senior university leaders, trustees, alumni, and donors. In addition to ensuring seamless day-to-day operations, the Executive Assistant provides high-level administrative support, anticipates needs, coordinates priorities, and enables the VPDC to focus on strategic initiatives that advance the University’s philanthropic goals. This position will also serve as administrative support back up, when needed, for the office of the SVP.

Summary:
Provide primary support to the VPDC and serve as a trusted representative in interactions with internal and external stakeholders. Ensures smooth operations by managing calendars, communications, and logistics. Works closely with the VPDC and Advancement leadership to anticipate needs, align priorities, and contribute to strategies that strengthen the division and advance the University’s philanthropic objectives, while ensuring the effective functioning of the Advancement office and providing support to both internal and external constituents.

Essential Functions:

Administrative support-

• Serve as a primary point of contact for the VPDC, handling communications and inquiries from university administrators, trustees, donors, and staff.
• Provide high-level administrative support, including drafting correspondence, managing confidential materials, preparing presentations, and working closely and collaboratively with the campaign team.
• Maintain and update campaign, prospect and donor information and assist team members in accessing and interpreting data.
• Assist with travel planning, expense reports, and other administrative duties to ensure smooth day-to-day operations.
• Anticipate needs and proactively manage priorities to ensure the VPDC’s time is focused on strategic initiatives.

Meetings, Events and Calendar Management

• Coordinate complex calendars and scheduling logistics for VPDC, the campaign team, and other VPDC direct reports.
• Organize and prepare agendas, briefing materials, and follow-up actions for meetings involving senior leadership and external stakeholders.
• Manage event and meeting logistics, including invitations, agendas, catering and on-site coordination.

****Operations and Continuous Improvement

• Support ongoing process improvement by identifying opportunities to streamline workflows and enhance operational efficiency.
• Leverage technology and best practices to improve coordination, communication, and overall effectiveness in supporting the VPDC and campaign initiatives.
• Coordinate with other administrative staff and provide training or guidance on data and operational tools as needed.
• Develop knowledge of university policies and procedures and apply those to daily work.

·

Required Skills

Qualifications:

Education & Experience:

• Bachelor’s degree required.
• 3-5 years of experience providing executive-level administrative support in a complex organization.
• Experience in higher education or nonprofit advancement preferred.

Core Competencies:

• Exceptional communication and interpersonal skills; ability to interact effectively and professionally with individuals at all levels, internally and externally.
• Excellent organizational skills and proven ability to manage complex calendars and competing priorities.
• Strong judgment and discretion in handling confidential information; operates with composure under pressure.
• Ability to thrive in a fast-paced, deadline-driven environment and pivot quickly to evolving priorities.

Leadership & Strategic Support:

• Demonstrated ability to manage up, serve as a gatekeeper, and anticipate leadership needs.
• Entrepreneurial mindset with a proactive approach to problem-solving and continuous improvement.
• Collaborative and innovative, with the ability to build relationships and align priorities across teams.

Technical Skills:

• Proficiency with donor databases/CRM systems and data management tools.
• Strong aptitude for leveraging technology and streamlining processes to improve efficiency and accuracy.
• Advanced skills in Microsoft Office Suite and other productivity platforms.

Additional Requirements:

• Willingness to work beyond standard hours as needed for events and high-priority meetings.
• But that's not all were looking for; we want someone who embodies our values:
• Teamwork, transparency, and mutual respect, because we value every member contribution and know that leadership can come from anywhere.
• Diversity, equity, inclusion, and 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 improvement, both as individuals and as a team.
• Joy and shared appreciation for working hard toward 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, our values, and the defined qualifications, we still want to hear from you and welcome your application as well.

To learn more about Advancement at Boston University, and other job opportunities, please stop by the Advancement Talent website: Opportunities for Advancement Professionals.

_We are an equal opportunity employer, and all qualified applicants will receive consideration for employment without regard to race, color, natural or protective hairstyle, 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. _

Required Experience

Qualifications:

Education & Experience:

• Bachelor’s degree required.
• 3-5 years of experience providing executive-level administrative support in a complex organization.
• Experience in higher education or nonprofit advancement preferred.

Core Competencies:

• Exceptional communication and interpersonal skills; ability to interact effectively and professionally with individuals at all levels, internally and externally.
• Excellent organizational skills and proven ability to manage complex calendars and competing priorities.
• Strong judgment and discretion in handling confidential information; operates with composure under pressure.
• Ability to thrive in a fast-paced, deadline-driven environment and pivot quickly to evolving priorities.

Leadership & Strategic Support:

• Demonstrated ability to manage up, serve as a gatekeeper, and anticipate leadership needs.
• Entrepreneurial mindset with a proactive approach to problem-solving and continuous improvement.
• Collaborative and innovative, with the ability to build relationships and align priorities across teams.

Technical Skills:

• Proficiency with donor databases/CRM systems and data management tools.
• Strong aptitude for leveraging technology and streamlining processes to improve efficiency and accuracy.
• Advanced skills in Microsoft Office Suite and other productivity platforms.

Additional Requirements:

• Willingness to work beyond standard hours as needed for events and high-priority meetings.
• But that's not all were looking for; we want someone who embodies our values:
• Teamwork, transparency, and mutual respect, because we value every member contribution and know that leadership can come from anywhere.
• Diversity, equity, inclusion, and 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 improvement, both as individuals and as a team.
• Joy and shared appreciation for working hard toward 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, our values, and the defined qualifications, we still want to hear from you and welcome your application as well.

To learn more about Advancement at Boston University, and other job opportunities, please stop by the Advancement Talent website: Opportunities for Advancement Professionals.

_We are an equal opportunity employer, and all qualified applicants will receive consideration for employment without regard to race, color, natural or protective hairstyle, 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. _