Executive Assistant – Central Fundraising

Job Description

Executive Assistant | Rutgers University Foundation

The Tone:
This is an office-centric hybrid role for the Rutgers University Foundation, located in New Brunswick, NJ. The Foundation supports Rutgers University through fundraising efforts, securing vital resources for the institution. This Executive Assistant position is crucial in providing high-level, confidential administrative support to the Vice President of Central Fundraising. The role often requires working early mornings, late evenings, or occasional weekends to accommodate meetings, events, and external constituent schedules.

The TL;DR
• Role: Full Time
• Type: Office-centric hybrid
• Location: Hybrid, New Brunswick, NJ
• Pay: $70000 yearly
• Team: Reports to the Vice President, Central Fundraising
• Mission: Provide high-level, confidential administrative support to the Vice President, Central Fundraising, ensuring operational efficiency and organizational system maintenance.

What You’ll Actually Do
• Calendar and Workflow Management: Manage the Vice President’s complex calendar, including scheduling appointments, arranging logistics, and making travel arrangements. Regularly meet with the VP to review tasks and calendars, ensuring a smooth workflow and maintaining robust organizational systems within Central Fundraising.
• Meeting and Event Coordination: Oversee logistics for high-level meetings and foundation events, preparing agendas, supporting documents, and conducting necessary research and briefings. This includes assisting with presentations, editing team materials, and attending meetings to take notes and facilitate timely follow-up.
• Financial and Payroll Administration: Execute financial processes for the VP by submitting check requisitions, transmittal forms, expense reports, and credit card reconciliations. This also involves assisting with the monitoring of the overall Central Fundraising budget and managing timesheets and time-off records for the VP’s direct reports.
• Stakeholder Engagement and Gift Operations: Serve as a primary liaison with diverse internal and external stakeholders, including university leaders, donors, alumni, and various internal departments. Support gift agreements, processing, fund establishment, and acknowledgments, ensuring accurate and timely data entry into the database.
• Strategic Administrative Support: Provide essential administrative backup and cross-training for Central Fundraising staff, and collaborate with the Associate Director, Special Projects on workflow and project prioritization. This role also involves preparing, running, and analyzing reports, identifying improvements, and ensuring high-level confidentiality across all duties.

The Must-Haves
• Background: Bachelor’s degree.
• Experience: At least two years of professional experience within fundraising, alumni relations, non-profit organizations, event planning, higher education, or related fields.
• Skills: Demonstrated ability to provide high-level administrative support with utmost confidentiality. Proficient in managing complex calendars, coordinating logistics for meetings and events, and handling financial administrative tasks. Possesses a keen eye for detail, strong organizational skills, and the ability to work independently, multi-task, and follow through with minimal supervision.
• Aptitudes: Capacity for comprehensive project leadership, taking ownership of all project components. Proven ability to create, manage, and execute critical departmental elements, perform project analysis, and implement process improvements. Serves as a subject matter expert for departmental operations and can assist with strategy development, projects, and proposals.