Executive Associate to the Vice President of Development

Executive Associate To The Vice President Of Development

Reporting to the Vice President of Development, the Executive Associate provides executive level administration and operational support to ensure the seamless function of a fast-paced, high-performing leadership office. Leveraging sound judgment and anticipatory thinking to align priorities and facilitate decision-making, the incumbent will act as a liaison to key partners, ensuring the Vice President's time and commitments are managed efficiently, with discretion and professionalism. The ideal candidate is detail-oriented, highly organized, and adept in anticipating institutional needs.

Responsibilities

Prepares Vice President for meetings, including collecting and presenting information for use in discussions / meetings with staff, senior leadership and donors.

Manage and maintain the Vice President's calendar and appointment schedule.

Schedules and coordinates meeting details for in-person and virtual meetings with internal and external constituents.

Manages high priority projects associated with boards and counsels.

Prepares written communications on behalf of the VP, and reviews / edits correspondence, reports, and departmental communications.

Interpret and apply organizational policies, rules and regulations when responding to inquiries; exercises sound judgment when making referrals.

Assists in public relations and other activities assigned, including coordinating planning and logistics for donor meetings and VIP visits and providing support for Development activities.

Maintain documentation in donor database.

Prepares meeting materials and tracks follow-up tasks.

Arranges all travel for the Vice President, which includes making flight reservations and hotel accommodations, providing travel itineraries as needed, arrange visits, processing travel expenses.

Coordinates development staff meetings, including producing the agenda and arranging for speakers as needed in partnership with the talent development team.

Coordinates cross-training of administrative and non-managerial staff for backup purposes and to meet peak-load needs.

Exercises considerable discretion and judgment to schedule priorities and effective use of VP's time.

Oversees daily operations of the Office of the Vice President of Development, including liaising with IT operations, managing office supplies, etc.

Other related functions and duties as assigned.

Required Qualifications

Bachelor's degree.

5-7 years of relevant experience.

High professionalism, discretion, and judgment.

Proactive, organized, and calm under pressure.

Strong written and verbal communications skills.

Advanced computer and office software proficiency.

Effective relationship-building across all organizational levels.

Proven project planning and organizational skills.

Ability to prioritize and delegate tasks.

Preferred Qualifications

Experience working in CRM platforms Salesforce, Blackbaud, etc.

Salary Range

$100,000+ based on qualifications

Working Conditions

Works in standard office conditions, in a shared office environment, with repetitive use of a keyboard at a workstation.

Some evening and weekend hours may be required during peak periods and special events.

Must be eligible to work in the United States on a full-time basis for any employer without sponsorship.

This is an Austin, TX based position and may be eligible for occasional hybrid work in Austin, TX.

Required Materials

Resume / CV

3 work references with their contact information; at least one reference should be from a supervisor

Letter of interest