Executive Assistant to the Vice President for University Advancement and Board Governance Manager

Executive Assistant to the Vice President for University Advancement and Board Governance Manager

Work type: Permanent Full Time
Location: Bellingham, WA
Categories: University Advancement

Position Title Executive Assistant to the Vice President for University Advancement and Board Governance Manager

About the Position The Executive Assistant to the Vice President for University Advancement and Board Governance Manager provides confidential administrative support to the Vice President. This position is key to the efficient and effective day-to-day operation of the Vice President's office. Sound judgment must be exercised within generally defined practices and policies when selecting methods and techniques for obtaining solutions. The Executive Assistant will demonstrate service excellence and promote WWU's strategic vision and values.
The Executive Assistant additionally supports the work of the governing body of The Foundation for WWU & Alumni. The position serves as the primary liaison between the board, the CEO of the Foundation / VP of University of Advancement, and the University Advancement leadership team in promoting effective board governance and collaboration between the board and members of the university community.

Serving as a trusted counselor and confidant, the Executive Assistant supports the essential relationship between the board and CEO; serves as an important communication link between the board, the CEO, and key stakeholders; serves as an advisor to the Board in advancing the institutional mission and ensuring good governance; and advises the board through anticipating needs and issues proactively and helping navigate complex situations. The position is expected to work with and communicate with the university administration on behalf of the CEO of the foundation.

The position coordinates the development of the board's long-term work plans, meeting schedules and agendas, board communications, work of board committees, and on-board training and professional development of the Board.

Position Duties and Responsibilities

Administrative Support to the Vice President (40%) - Serves as a point of contact for the Vice President's office among all internal and external stakeholders. Develops and maintains highly effective and efficient relationships with all internal and external stakeholders to support the Vice President's agenda and priorities. Manages the details of highly confidential donor meetings and other critical issues. Collects donor background information and provide accurate, useful, and appropriate information and data to aid in decision-making. Supports the Vice President by entering and maintaining confidential donor data in the advancement database. Facilitates the solution of potential issues by handling independently and / or directing to other offices as appropriate. Supports the strategic planning process. Provides key ongoing support by anticipating, managing, prioritizing, and alerting the Vice President to incoming issues. Coordinates, monitors, and prioritizes the Vice President's calendar. Schedules meetings, prepares day files and back-up materials for daily meetings and appointments; provides meeting notifications and prepares and distributes appropriate agendas for meetings. Manages the Vice President's travel arrangements (e.g., books travel, completes registration, etc.), for Foundation and university-related events and activities. Manages all Vice President credit card purchases and reconciles all receipts to credit card management system. Prepares travel files with all pertinent information including flights, directions, hotel confirmations, meeting materials, and necessary documents. Provides advanced administrative support in managing projects, events, and other activities to ensure utmost efficiency, discretion, and an awareness of protocol. Establishes priorities to expedite workflow to meet appropriate deadlines. Collaborates independently on university-wide issues with administrative support staff to the President and Vice Presidents, Associate Vice Presidents, Assistant Vice Presidents, Assistant Attorney Generals, Operations Managers, Vice Provosts, Deans and Department Chairs, Academic Directors, and the Associated Students. Reviews incoming correspondence and process; responds to written and verbal communication; screens phone calls; answers inquiries; prepares correspondence; and assigns document filing destinations. Uses a high degree of judgement and independent decision-making in responding to external stakeholder requests. Drafts and prepares correspondence and communication using a variety of current office software ensuring that they are in university form and format customized to the audience. Coordinates, prepares, and assists in developing required materials for a wide variety of meetings which may include preparing agendas, presentations, donor meeting materials, and other documents as needed. Plans, coordinates, and staffs division-wide meetings. Coordinates logistics with Special Events, and other activities which may include catering service, technical support, meeting invitations, guests list, presenters, speakers, meeting venues, transportation, and others, both on and off campus.

Board Administration and Communications (45%) - The Liaison supports the Board through strategic and confidential planning and execution at the direction of the Board, and in consultation with the CEO. Develops long-term work plans and organizes and implements activities to facilitate and coordinate the Board's deliberations, activities, and actions. In consultation with the Board Chair and the CEO, the Liaison develops the Board's long-term work plans and meeting schedules and agendas, including preparation of Board meeting materials. Responsible for official communications between the Board and internal and external constituencies, serving as the point of contact and managing communications in a time of crisis. In coordination with the CEO, the Executive Assistant's responsibilities include planning, managing, and executing business of the Board which includes at least four full board meetings each year and multiple committee and task force meetings on an annual basis. The Liaison additionally serves as the point of contact between the Board and University Advancement staff. Assists the Board Chair, the CEO, and other senior leaders in the planning and execution of all Board and committee meetings, which includes attending all meetings and preparing minutes for all meetings. Manages and regularly updates all board members, meetings, and agendas in the board management portal (Diligent One). Serves as resident expert for the portal. Maintains the official corporate books of record. Updates all official board documents and policies and records of board actions and decision making. In collaboration with the CEO and the Associate Vice President of Development, the Liaison identifies unique strengths and opportunities for directors, and develops individual plans in order to maximize board engagement. Works with the Board Chair and the CEO to plan, oversee logistics, prepare briefing materials, and coordinate Board retreats. Works with and communicates with the University President's Office on behalf of the CEO and the Board of Directors. Working with the CEO, board members, and advancement staff, develops and maintains a regular list of potential board members who are researched, vetted, and available for consideration to fill board vacancies as necessary. Leads the process for new board member orientation. Identifies and coordinates ongoing professional development opportunities for directors. Identifies governance best practices with the eye to continuously enhancing the work and operations of the board. In collaboration with the CEO and senior administrative team, develops continued education opportunities about issues and trends in higher education and philanthropy. Facilitates the regular process of board self-assessment, as well as for its committees. Assists the board in periodic review and modifications of Board Bylaws, charters, and policies. Serves as a resource within University Advancement for board-related matters. Cultivates and stewards strong individual relationships with every member of the board. Partners with development professionals, engagement professionals, and other advancement professionals on the cultivation and stewardship of the Board of Directors by serving on strategy teams and providing counsel when consulted. Ensures that The Foundation for WWU & Alumni website is updated and reflects an outward-facing design and content. Supports directors as institutional advocates and representatives. Supports the essential relationship between the Board and the CEO. Assists the board in the periodic evaluation of the CEO & supports the board during CEO search and transition.

Special Projects and Campaign Support (10%) - Support campaign planning and execution by coordinating donor meetings, tracking priorities, and monitoring progress towards metrics. Coordinate Foundation board engagement on behalf of the VP/CEO in communicating campaign strategy, fundraising goals, advocacy, and stewardship activities. Support board members as institutional ambassadors and campaign advocates. Be knowledgeable about University fundraising priorities and be able to speak to those priorities as an extension of the VP/CEO office. Provides administrative and logistical support for special projects and strategic planning sessions, helping to ensure the successful execution of high-level initiatives. Serves as a primary policy researcher for the Board and provides or coordinates the gathering of essential information and data related to on-going and emerging issues of importance to the University and the Foundation.

Other duties as assigned (5%)

Required Qualifications

• Bachelor's Degree
• Experience in working directly with a Board of Directors, chief executive officer, or equivalent in professional, government, or executive setting.
• Evidence of ability to interact with and manage high level executive leadership.
• Strong administrative, organizational and time management skills.
• Exceptional written, verbal, and interpersonal communication skills, and presentation skills with a variety of constituents.
• Ability to work successfully under pressure while maintaining a high level of professionalism.
• Ability to effectively partner with senior-level staff and work effectively with a wide range of individuals with diverse backgrounds, including faculty, staff, students, alumni, and community and business leaders.
• Demonstrated experience in advancing accessibility, diversity, equity, and inclusion (ADEI), and thorough understanding of WWU's values and goals related to ADEI.
• Demonstrated ability to handle highly confidential and sensitive information and materials.
• Demonstrated ability to work independently and use sound judgment and initiative.
• Excellent organizational, detail-oriented, interpersonal and multi-tasking skills with demonstrated ability to navigate successfully in a fast paced, complex and dynamic organization and the ability to manage competing priorities.
• Skill with Microsoft Office, a CRM, and digital platform to organize board work.
• Knowledge of budget management.
• Demonstrated experience working with Microsoft Word, Excel, and PowerPoint.
• Experience in the maintenance of confidential records and knowledge of office management principles and procedures.
• Must be available to work occasional evenings, weekends; participate in occasional business-related travel.

Preferred Qualifications

• Background in development and / or advancement at an institution of higher education or similar complex organization.
• Experience providing executive level support to governing boards and committees, including managing projects in support of board operations and goals.
• At least one year of management (including the management of volunteers).
• Understanding of higher education culture, contemporary higher education issues and philanthropy.
• Understanding of Washington state higher education public policy, a plus.
• Familiarity with Roberts Rules of Order and parliamentary procedure.
• Publisher, Visio, and Adobe Dreamweaver or equivalent.

Conditions of Employment All employees