Executive Assistant, Office of Advancement

3 months ago

Calgary, Canada The University of Calgary Full time

**Position Overview**

The **Office of Advancement** is currently seeking a Full-time Regular **Executive Assistant.**

Reporting to the Director of Operations with an accountability to the Associate Vice-Presidents they support, the Executive Assistant is a strong ambassador for the Vice-President (Advancement) and the Advancement portfolio and is critical to the efficient and effective management of the workflow and schedules of members of the Advancement Leadership team (ADV-L). The Executive Assistant is responsible for facilitating the administration of the priorities and directions set by the Vice-President and the Advancement Leadership team and will be a primary point of communication and serves to facilitate leadership efforts within the unit, acting as a liaison and resource for all internal stakeholders from all levels of the institution as well as external stakeholders. The Executive Assistant's responsibilities are broadly delegated, providing executive support in the areas of communication, research, writing and project management.

**Position Description**

**Summary of Key Responsibilities** (job functions include but are not limited to):

- Acts as a liaison for the Vice-President and members of the Advancement Leadership team in making strategic calls, securing appointments and relationship building with business and community stakeholders as well as all levels of government.
- Management of financial responsibilities of the portfolio such as paying invoices, processing expense reports, and tracking expenses against project spend downs.
- Manages information and correspondence in the office, receives, sorts, and assigns a priority to all incoming information based on expert knowledge of priorities within the portfolio, and deals with items appropriately.
- Works closely with the other executive/administrative assistants to provide comprehensive support to the portfolio, works as an integral part of the team in the office, and initiates a unified and shared approach to work.
- Coordinates the planning of meetings and events, including scheduling, booking rooms and equipment, catering and making travel arrangements for participants if necessary.
- Directly supporting the portfolio in special projects and initiatives including interpretation of information, attending meetings as required.
- Assist with maintaining the Blackbaud CRM database to support the fund-raising activities of the Vice-President's portfolio, entering and interpreting contact reports. An awareness of the donor life cycle is necessary. (e.g.: identification, solicitation cultivation)
- Ensure all appropriate donor records are maintained within the guidelines of FOIP.
- Handling information on prospects and donors ethically, accurately and confidentially.
- Create gift and engagement acknowledgement correspondence to donors, alumni and other key community members.
- Ensure all stakeholders are provided with up-to-date information on key relationships.
- Manage flow of critical donor documentation (Gift Agreements, Terms of Reference, donor cheques, etc.) between the Advancement Office, donors and UCalgary leadership.
- Supports planning and implementation of donor stewardship and recognition events, including initiative launches, major gift recognition events, stewardship meetings and other cultivation or stewardship events as required
- Creates appropriate data and content for presentations, and collateral materials.
- Handles travel arrangements that are often changed, rearranged or cancelled.
- Works closely with the Executive Assistants and Coordinators in scheduling meetings with high profile donors/prospects. Ensures that these meetings are timely and include the appropriate participants.
- Critical to the role is the interaction between the Executive / Administrative Assistants across portfolios, to maintain the smooth and effective workflow between portfolios.
- Provide superior administrative support to Advancement leaders including the distribution of meeting packages and when required, provide assistance to the Director of Operations with recordings and drafting of minutes from meetings.
- Represents the Advancement executives in communication with all levels of faculty, support staff, and other clients, and interacts frequently and independently with senior administrative staff.
- Develop and maintain positive working relationships with University contacts and external stakeholders.
- Coordinate the onboarding process for new team members, liaising with all stakeholders to ensure required resources are in place.
- Act as the point of contact for all occupational health and safety matters for the units.

**Qualifications / Requirements**:

- A post-secondary certificate in office administration and 7 to 10 years experience, including a demonstrated ability to support senior level executives. A combination of education and experience will be considered
- Strong organizational, analytical, problem-solving and resea

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