The Assistant to the Senior Vice President provides high level administrative support to the Senior Vice President of Advancement and the Assistant Vice President, Advancement Administration. Specific responsibilities include all calendaring, correspondence, and administrative organization for the Senior Vice President and Assistant Vice President; serving as the Senior Vice President's liaison with a variety of internal and external constituencies including the Office of the President; meeting all necessary deadlines; and preserving the integrity and sensitivity of the confidential nature of the office.
Handles follow-up to routine and/or complex mail/email correspondence; screens calls, takes detailed messages, strives to resolve matters independently.
Composes correspondence, reports, and other material for own or Senior Vice President's signature.
Proofreads and edits copy generated by the Senior Vice President and President's Office, as appropriate.
Manages and drives the Vice President's calendar, communications, to-do list, expenses, and travel. Has full authority to cancel or move meetings as appropriate.
Anticipates and secures necessary background materials for daily appointments. This includes responsibilities such as proactively asking for all information pertaining to meetings occurring that day; conducting research on prospects; and reaching out to other departments for further information to ascertain what needs to be in the daily binder.
Coordinates all logistics for travel schedule.
Manages all meeting scheduling, agendas, minutes, and identifying and tracking action items including creating contact reports as needed to ensure prospect visits are appropriately documented in the system.
Manages internal communication for the Senior Vice President using the appropriate variety of media (includes responding to questions on staffing, meetings, space, and other similar requests).
Responsible for coordinating the programming for Advancement Board of Trustee's, budget, and administrative team.
Assists the Assistant Vice President in budget tracking and review; works with budget staff to requests revisions and updates in budget reporting.
Assists the Assistant Vice President with onboarding new employees, prepares orientation binder including schedule with team, sets up campus tours, and assigns a department mentor.
Responsible for developing a strong relationship between the Development and Alumni Affairs Office and the President's Office. Relationship building with President's Cabinet also essential.
Responsible for managing relationships, focusing especially on donors and other external connections. This includes helping the Senior Vice President develop a relationship strategy and tracking when and how the Senior Vice President should be in touch with various people and/or institutions.
In Senior Vice President's absence, ensures that requests for action or information are relayed to appropriate staff member(s); interprets requests as needed and helps implement action; decides if matter is of an important or urgent nature requiring notification of the Senior Vice President.
Performs, directs, or reports on special studies, research projects, and assignments, as requested. This could include research for our top donors; collecting data for board meetings and internal meetings; arranging holiday gifts for top donors and prospects; and identifying and ordering promotional items/high end gifts and managing the gift closet for top prospects.
Designs and maintains Senior Vice President's filing systems (electronic and paper) which includes responsibility for maintaining and securing confidential files.
Assumes additional responsibilities as required.
Minimum Level of Education Required Bachelor's degree or equivalent experience
Position Knowledge/Skills and Abilities Requirements:
At least 5-7 years of experience supporting a senior level executive
Must have strong organizational, interpersonal, and communication skills, and the ability to maintain a high degree of confidentiality at all times
Must be detail oriented, organized, and highly motivated
Must have strong writing skills in order to write/draft correspondence
Must have excellent prioritization, planning, and organizing skills with the ability to effectively manage multiple projects simultaneously in a fast paced environment
Must have a high level of creativity, exercise good judgment and discretion, and have the ability to follow through independently
Must have excellent typing, editing, and proofreading skills
Must be customer service oriented and have the ability to work with constituents and guests of all levels from around the world
Envisions and proposes new methods to perform tasks that support ET&A; takes thoughtful risks; and accepts new and ongoing initiatives, objectives, and solutions to gain sought-after results.
Anticipates and embraces change; demonstrates willingness to achieve, acquire, and utilize new skills and challenging tasks; and is flexible in changing conditions.
Must have a thorough knowledge of MS Office (Word, Excel, PowerPoint, etc.) and slide presentation software
Requires some evening and weekend work
Additional Experience, Skills & Abilities:
Prior experience in alumni relations and/or development desired
We are an equal opportunity employer. We evaluate qualified applicants without regard to race, color, religion, sex, sexual orientation, gender identity,national origin, disability, veteran status,or any otherprotected characteristic. The EEO is the Law poster is available here. Babson College is committed to enhancing diversity and inclusion across all levels of the College. Candidates who believe they can contribute to this value are strongly encouraged to apply.