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University of Washington · 20 hours ago

Executive Assistant, Development Programs

Seattle, WA

Full-time

Hybrid

Mid Level

$81K/yr - $87K/yr

4+ years exp

The University of Washington is a hub for learning, innovation, problem solving and community building. They are seeking an Executive Assistant to provide direct executive administrative support and advanced project management and analysis for the Associate Vice President of Development Programs.

EducationHigher EducationUniversities

Responsibilities

Manage the AVP’s complex and sensitive schedule, including evaluating the need to reschedule or relocate meetings; coordinating day-to-day calendar activities; overseeing all meeting logistics; responding to inquiries; and ensuring the AVP is fully briefed on all required materials and documents

Book all travel arrangements for the AVP

Research and prepare briefing documents for the AVP

Manage the AVP’s budget, including maintaining spending records; preparing financial reports; forecasting expenditures; submitting and approving routine payments; and resolving vendor inquiries

Coordinate and support meetings and events with stakeholders, including preparing agendas and materials; managing logistics; overseeing onsite setup and breakdown; resolving issues; and ensuring follow-through on action items and outstanding issues

Establish and coordinate work priorities to meet deadlines and maintain efficient workflow for the AVP’s office and the Development Programs team

Collaborate with other executive assistants and administrative staff in the broader Development Office to ensure office coverage, manage projects, support one another through problem-solving, and share information and best practices, as appropriate

Build and maintain trust-based relationships with key campus and Advancement leadership, high-level committees, donors and other constituents, communicating with diplomacy, professionalism and discretion

Advise the AVP on matters of importance; prepare and assemble documentation to support decision-making; and safeguard confidential and sensitive information

Serve as a knowledgeable point of contact for senior leaders, including Regents, executive leadership, deans and Chief Advancement Officers

Draft and support the creation of briefing papers, proposals and other materials related to donor and prospect cultivation, solicitation and stewardship

Facilitate donor-related communication by preparing updates, supporting strategy discussions and ensuring timely dissemination of information to internal and external stakeholders

Enter and update tasks and contact reports in the University’s database for all donor and prospect related activities connected to the AVP

Contribute to the creation and tracking of internal progress reports and metrics, managing data collection and reporting, once processes are established

Support special projects assigned by the AVP, including high-level searches, onboarding efforts and donor stewardship initiatives

Other duties as assigned

Qualification

Executive administrative supportBudget managementProject managementMicrosoft Office SuiteComplex schedulingRelationship managementCommunication skillsAttention to detail

Required

Bachelor's degree and at least 4 years of experience providing administrative support to executive leadership or related experience

Demonstrated experience managing complex scheduling and calendaring needs for executive‑level leaders, including prioritizing meetings, coordinating with internal and external stakeholders, and adjusting schedules in response to shifting priorities

Experience supporting offices through accurate budget tracking, preparing routine financial summaries, monitoring expenditures, and handling vendor billing or invoice issues with a high level of attention to detail

Strong project management skills, including planning, organizing, executing and monitoring projects to ensure milestones, timelines and deliverables are met

Demonstrated proficiency with Microsoft Office Suite for correspondence, special reports, spreadsheets, databases, forms, etc

Experience working with a variety of high-level stakeholders including donors and volunteers