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Indiana Wesleyan University Nursing · 1 month ago

Executive Assistant to the Vice President for University Advancement

Marion, IN

Full-time

Onsite

Senior Level

5+ years exp

Indiana Wesleyan University Nursing is seeking an Executive Assistant to the Vice President for University Advancement. This role provides high-level administrative support, coordination, and operational leadership within the Advancement division, requiring exceptional judgment and organizational excellence.

Higher Education

Responsibilities

Serve as the primary administrative and strategic partner to the VPUA, managing priorities, communications, and confidential initiatives

Oversee the VPUA’s complex calendar and inbox, ensuring timely follow-up and preparation for all engagements

Coordinate travel arrangements, itineraries, briefing materials, gifts, and post-visit contact reports for the VPUA’s donor visits and Advancement-related travel

Provide high-impact hospitality to donors, trustees, visitors, and special guests on behalf of the VPUA

Manage weekly executive rhythms, including one-on-one meetings, agenda preparation, reminders, and stewardship tasks

Support Advancement team culture through professional development coordination and regular communications

Serve as a primary liaison between the VPUA/Advancement staff and the President’s Office, Cabinet leaders, consultants, and external partners

Organize all logistics and scheduling for the Advancement Committee of the Board of Trustees, including meeting preparation, communication with committee members, and reports from Advancement leadership

Assist the President’s Office with institutional and special events as requested, including coordinating availability and responsibilities with all Advancement staff

Oversee budget processes for the VPUA’s office, including invoice processing, contract tracking, credit card reconciliation, cash advances, reimbursements, and financial documentation

Coordinate agendas, materials, and minutes for meetings involving the VPUA and Advancement leadership, including tracking subsequent action items and follow up

Maintain accurate Advancement organizational resources including org charts, personnel documents, distribution lists, and internal directories

Draft, edit, and/or proofread high-level correspondence on behalf of the VPUA. This will include material produced by Advancement Leadership and/or Marketing

Manage communication flow among Advancement leadership, external consultants, campus partners, and campaign committees to support campaign readiness and execution

Provide oversight for planning and logistics associated with high-level Advancement events, including, but not limited to, naming ceremonies and campaign events

Maintain campaign documentation systems, timelines, and progress reports to support leadership decision-making

Qualification

Microsoft Suite proficiencyProject managementWritten communicationOrganizational abilitiesProblem-solving abilityDiscretionNotary Public credentialConfidentialityVerbal communicationInitiativeAttention to detailTime management

Required

According to Indiana Wesleyan University employment policy all employees must possess a strong Christian commitment and adhere to the standards outlined in the IWU Community Lifestyle Statement

Bachelor's degree required

A minimum of five (5) years of high-level administrative or project management experience, preferably supporting senior executives or working within advancement, nonprofit, or higher education environments

Exceptional professionalism, discretion, and confidentiality

Strong organizational abilities with excellent attention to detail and follow-through

Ability to manage multiple, simultaneous priorities in a fast-paced environment

High proficiency in Microsoft suite products

Strong written and verbal communication skills

Demonstrated initiative, problem-solving ability, and capacity to work independently

Ability to meet deadlines and hold others accountable for time-sensitive tasks

Hold a valid Notary Public credential or the willingness to complete one