Requirements
As we prepare for our upcoming $3B fundraising campaign, it is imperative that we have a driven and organized Special Assistant (SA) to the Associate Vice President, Alumni Engagement to assist with the different teams and verticals of Alumni Engagement, including Alumni Relations, Annual Giving, and Class Programs and Reunion Campaigns. The SA is often the first point of contact for internal and external stakeholders working with the AVP, and coordinates, tracks, and manages to completion all work and processes that engage the AVP, many of which are confidential in nature and involve senior members of the University community, both internal and external. The SA facilitates and accelerates the work of the AVP, interacts with senior leaders in the Office of Advancement, and builds and strengthens ties with other departments within the University. The SA reviews projects and correspondence to help determine the appropriate course of action.
The Special Assistant to the Associate Vice President, Alumni Engagement (SA) reports to the Associate Vice President, Alumni Engagement (AVP) and provides high-level administrative support to the AVP, which includes managing the AVP’s schedule, overseeing inbound communications, executing special projects, and ensuring materials are prepared in advance of meetings. The Special Assistant will have duties that include, but are not limited to the following:
Direct Support of Associate Vice President
Assists the AVP with myriad projects, such as alumni engagement goal alignment, business planning and reporting, metric development, and other projects, by researching, organizing multiple items of information, ensuring information accuracy, creating spreadsheets, presentations, reports, and meeting all deadlines.
Manages the AVP’s meeting, appointment, and activity calendar, travel arrangements, and ensures that the AVP is prepared, producing agendas and meeting materials and handling any follow ups as needed.
Handles the hiring process for all direct report positions to the AVP, ensuring all university guidelines are met and working with each direct report to ensure their hiring processes are in adherence to university guidelines.
Manages the AVP’s budget and expense recording, ensuring all expense reimbursements presented to the AVP for approval are correct.
Provides administrative support which includes: writing, researching, editing and preparing correspondence, internal and external documents, reports, agendas and briefings, scheduling conference calls, attending meetings, and taking minutes when necessary.
Provides logistical support and execution of leadership meetings, team-wide meetings and retreats, and annual business planning and reporting, overseeing PowerPoint creation, word processing, copying, distributing, and organizing information flow.
Engages in internal strategic discussions related to alumni engagement and annual giving strategies and programs, and highly sensitive philanthropic, organizational, or personnel matters.
Handles all contracting and payment processes for the AVP’s office in conjunction with external vendors and the main campus contracts office as well as maintains financial records for the AVP’s office.
Supports and tracks the implementation of strategy and communicates the progress of key initiatives.
Technical/Systems and Database Assistance
Assists Alumni Engagement staff and anticipates staff needs in the maintenance of individual records and lists of alumni leaders, requesting, developing and producing reports, preparing spreadsheets, and anticipating staff needs.
Coordinates the entry of contact reports, donor and engagement strategies, other substantive actions, and contact information updates in GU360.
Manages engagement reports including weekly and year-to-date updates tracked against historic performance.
Tracks volunteer engagement strategies and moves.
Conducts prospect research prepare data and perform mail merges for letter, labels, etc., prepare mailings.
Special Project Management and Support
Leads or provides support for special projects for the AVP and/or various teams within Alumni Engagement
Provides back-up support for Alumni Engagement teams, including some events and volunteer meetings.
Writes and researches tasks, including drafting memos and performing research for presentations and projects, and evaluating data.
Requirements:
Bachelor’s Degree
A minimum of two to three years proven experience, preferably in a highly visible setting and working with senior management
Responsibilities associated with this position may occasionally necessitate willingness to work evenings, weekends, and/or overtime as needed
Strong computer skills, including Microsoft applications (particularly Excel, Word, and PowerPoint)
Must be able to conduct research, assimilate data, and communicate findings effectively
Demonstrated ability to independently manage multiple complex tasks simultaneously and in an organized manner, and work effectively with a broad range of constituents
Flexibility, efficiency, attention to detail, and ability to prioritize tasks and meet deadlines for a wide variety of assignments
Outstanding interpersonal skills, a professional and collegial demeanor, and ability to exercise diplomacy
Excellent verbal and written communication
Ability to handle confidential matters on a regular basis
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Submission Guidelines:
Please note that in order to be considered an applicant for any position at Georgetown University you must submit a cover letter and resume for each position of interest for which you believe you are qualified. These documents are not kept on file for future positions.
Need Assistance:
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Need some assistance with the application process? Please call 202-687-2500. For more information about the suite of benefits, professional development and community involvement opportunities that make up Georgetown’s commitment to its employees, please visit the Georgetown Works website .
EEO Statement:
Georgetown University is an Equal Opportunity/Affirmative Action Employer fully dedicated to achieving a diverse faculty and staff. All qualified applicants are encouraged to apply and will receive consideration for employment without regard to race, color, religion, national origin, age, sex (including pregnancy, gender identity and expression, and sexual orientation) , disability status, protected veteran status, or any other characteristic protected by law .
Benefits:
Georgetown University offers a wide variety of comprehensive and competitive benefits. Benefits packages include comprehensive health, dental and vision plans, disability and life insurance coverage, retirement savings programs, tuition assistance, voluntary insurance options (including group legal, accident, and critical illness), and much more. Whatever your need, the Office of Faculty and Staff Benefits will be standing by to support you. You can learn more about the benefits offered to eligible faculty and staff at https://benefits.georgetown.edu or view the online interactive benefits guide for more information.
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