Executive Assistant to the Office of the Vice President for University Advancement

Salary

Depends on Qualifications

Location

Main Campus (BG), OH

Job Type

Full-Time

Job Number

BGSU01726

Division

V P University Advancement

Department

V P University Advancement

Opening Date

06/24/2026

Closing Date

Continuous

Pay Grade

355

Summary

The Executive Assistant to the Office of the Vice President for University Advancement provides high-level executive, administrative and operational support to the Vice President and assists with support for the Executive Director for Campaigns and Donor Relations and the Director of Advancement Communications, Events, Leadership and Board Engagement. This position plays a critical role in ensuring the Vice President is prepared, organized and well supported in daily responsibilities, meetings, events, donor interactions and University priorities. The Executive Assistant must be highly detail-oriented, exercise strong critical thinking, maintain confidentiality, communicate clearly and professionally, and anticipate needs in a fast-paced executive environment. The position reports to the Director of Advancement Communications, Events, Leadership, and Board Engagement.

Essential Functions

Executive Support

• Provide direct executive-level support to the Vice President for University Advancement, with a strong focus on complex calendar management, travel planning, expense reconciliation and meeting preparation.
• Manage and prioritize the Vice President’s calendar using sound judgment, critical thinking and an understanding of University, donor and leadership priorities.
• Prepare agendas, briefing materials, itineraries, presentations, correspondence and follow-up items, ensuring they reflect the professionalism of the Office of the Vice President and University Advancement.
• Track meeting notes, next steps and action items related to donor, campaign, board, University leadership and internal Advancement priorities to ensure timely follow-up and completion.
• Coordinate with Advancement staff to gather donor, prospect and constituent information needed for meetings, briefings and follow-up.

Operational Logistics

• Coordinate details for meetings, events, donor visits and in-person, virtual or hybrid gatherings.
• Schedule rooms, prepare Zoom or virtual meeting links, manage setup and confirm technology, hospitality and material needs.
• Support the daily operations of the Office of the Vice President, including supplies, purchasing needs, office processes and coordination of resources.
• Proactively identify needs, potential challenges and preparation gaps before they affect meetings, events or office operations.

Support for Advancement Leadership

• Provide administrative and operational support for the Executive Director for Campaigns and Donor Relations and the Director of Advancement Communications, Events, Leadership and Board Engagement.
• Assist with scheduling, meeting preparation, presentations, agendas, project tracking, expense reconciliation, administrative needs and follow-up.
• Support work related to campaign activity, donor relations, events, leadership engagement and Advancement priorities.

Communication Support

• Compose, proofread and edit emails, correspondence, presentations, reports, meeting materials and other documents on behalf of Advancement leadership.
• Communicate professionally with University leaders, donors, alumni, board members, staff and external partners.
• Use discretion, accuracy and strong judgment when preparing or sharing sensitive or confidential information.

Administrative Coordination and Special Projects

• Support consistent administrative processes, records management and internal coordination across University Advancement.
• Maintain organized files, materials and documentation to support executive and divisional operations.
• Coordinate confidential and high-priority special projects requiring discretion, follow-through and attention to detail.

Other duties as assigned

Minimum Qualifications

The following Degree is required:

• Bachelor’s degree required

The following Degree is preferred:

• Bachelor’s degree in English, Communications, Business, or related discipline

The following Experience is required:

• 3 years providing administrative support for a business executive, including calendar scheduling, document preparation, and/or budget management or related experience

**Additional Informa…