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    Advancement Executive Assistant - New Orleans, United States - Loyola University New Orleans

    Loyola University New Orleans
    Loyola University New Orleans New Orleans, United States

    1 week ago

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    Description


    Advancement Executive Assistant provides support to the Vice President of University Advancement in performing the advancement work of the university, including coordination of the Advancement budget, and with special focus on the University President's relationship with Loyola's leading donors and volunteers.

    The Advancement Executive Assistant must be a committed member of the University Advancement (UA) team, displaying a service-oriented approach to his/her work with fellow staff members, faculty, alumni, donors, and volunteers.

    Attention to detail, empathy with others, discretion, and respect for constituent confidentiality are crucial qualities in the work of this position.

    Examples of Duties


    • Provides all general administrative and clerical support for the Vice President of University Advancement.
    • Manages the Vice President's calendar; assists Vice President in ensuring his/her duties are met regarding attendance at required university meetings and events, as well as alumni and donor meetings and events.
    • Coordinates and schedules appointments for the Vice President and President with donors and potential donors. Organizes Vice President's travel and other alumni and donor visits, including those made in coordination with the President. Assists in the preparation and proofreading of planning documents such as briefings for appointments and travel.
    • Assists the Executive Director of Development with administrative tasks such as calendar management and communication with donors, volunteers, and on-campus personnel.
    • Assists in the preparation of accurate and timely agendas and reports related to the responsibilities of the Vice President.
    • Handles sensitive and confidential matters pertaining to personnel, budget, the Board of Trustees, and university matters. Assists with documentation related to hiring / termination/ changes in position of UA employees and ensures UA complies with HR requirements in these processes.
    • Assists in the preparation of the annual UA operating budget and manage the monthly budget for all UA units.
    • Initiates all purchase orders, requisitions, and check requests for all departments within UA.
    • Assists in the processing of all cell phone reimbursements, university credit card statements and payments, and operating budget reimbursements for all UA staff.
    • Coordinate staff moves and equipment maintenance for all UA departments. Monitors operational budget availability for purchase of new equipment and/or special needs.
    • Coordinate with IT or other designated Loyola departments for the return of any computers, monitors, and printers no longer operational.
    • Order office supplies as needed for all departments of UA.
    • Maintain an inventory of office equipment, furniture, and wall décor by office. Prepare an inventory list for UA staff to sign and acknowledge responsibility for their individual office contents.
    • Assists Vice President and other staff with the creation and coordination of mailing and electronic communication with alumni, donors, volunteers, and others.
    Typical Qualifications


    Required Qualifications:

    • Bachelor's degree or minimum of five years of experience in office administration at the executive level.
    • One to two years of department budget tracking and management.
    • Advanced competence in Microsoft Office - Word, Excel, Outlook, and Power Point.
    • Typing minimum 55 words per minute; transcription.
    • Ability to relate as a professional with staff, faculty, administrators, donors, potential donors, alumni, and friends of the university.
    • Tact and discretion relative to confidential matters
    • Strong written and verbal communication skills.
    • Understanding of and professional commitment to the Ignatian mission, goals, and purposes of Loyola University New Orleans and the Society of Jesus

    Preferred Qualifications:

    • Experience with software related to nonprofit management (Blackbaud or other donor database products).
    Supplemental Information


    Physical Requirements:

    • Ability to lift up to 15 lbs; ability to climb stairs easily; work at computer 80% of time.
    • Ability to perform the essential functions of the position with or without reasonable accomodations.
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