Job Summary Reporting directly to the Vice President for Development, the Assistant provides executive support in a one-on-one working relationship. The Assistant serves as the primary point of contact for internal and external constituencies on all matters pertaining to the Office of the Vice President. The Assistant also serves as a liaison to the board of trustees and senior management teams; organizes and coordinates executive outreach and external relations efforts; and oversees special projects. The Assistant must be creative and enjoy working within a dynamic, entrepreneurial environment that is mission-driven, results-driven and community oriented. The ideal individual will have the ability to exercise good judgment in a variety of situations, with strong written and verbal communication, administrative, and organizational skills, and the ability to maintain a realistic balance among multiple priorities. The Assistant will have the ability to work independently on projects, from conception to completion, and must be able to work under pressure at times to handle a wide variety of activities and confidential matters with discretion.
Roles and Responsibilities
1. Executive Support
Completes a broad variety of administrative tasks for the VP including: managing an extremely active calendar of appointments; completing expense reports; composing and preparing correspondence that is sometimes confidential; arranging complex and detailed travel plans, itineraries, and agendas; and compiling documents for travel-related meetings.
Plans, coordinates and ensures the VP's schedule is followed and respected. Provides gatekeeper and gateway role, creating win-win situations for direct access to the VP's time and office.
Communicates directly, and on behalf of the Vice President, with the President's Office, Board members, donors, staff, and others, on matters related to VP's programmatic initiatives.
Researches, prioritizes, and follows up on incoming issues and concerns addressed to the Vice President, including those of a sensitive or confidential nature. Determines appropriate course of action, referral, or response.
Provides a bridge for smooth communication between the Vice President's office and internal departments; demonstrating leadership to maintain credibility, trust and support with senior management staff.
Works closely and effectively with the Vice President to keep him well informed of upcoming commitments and responsibilities, following up appropriately. Acts as a barometer, having a sense for the issues taking place in the environment and keeping the Vice President updated.
Provides leadership to build relationships crucial to the success of the organization, and manages a variety of special projects for the President, some of which may have organizational impact.
Successfully completes critical aspects of deliverables with a hands-on approach, including drafting acknowledgement letters, personal correspondence, and other tasks that facilitate the CEO's ability to effectively lead the company.
Prioritizes conflicting needs; handles matters expeditiously, proactively, and follows-through on projects to successful completion, often with deadline pressures.
2. Board Support and Liaison
Serves as the Vice President's administrative liaison to the University of San Francisco's board of trustees
Maintains discretion and confidentiality in relationships with all board members
Adhere to compliance with applicable rules and regulations set in bylaws regarding board and board committee matters, including advance distribution of materials before meetings in electronic/paper format.
3. Development Management Team Liaison
Participates as an adjunct member of the Development Management Team including assisting in scheduling meetings, attending all meetings and maintaining minutes
Assists in coordinating the agenda of management team meetings, retreats, off-sites, and all-staff meetings
Facilitates cross-divisional coordination of travel and outreach plans
4. Strategic Initiatives
Works with prospect management team in prioritizing the Vice President's outreach activities
Follows up on contacts made by the Vice President and supports the cultivation and stewardship of ongoing relationships
Edits all, and creates acknowledgement letters from the Vice President to donors
Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail
Very strong interpersonal skills and the ability to build relationships with stakeholders, including staff, board members, external partners and donors
Expert level written and verbal communication skills
Demonstrated proactive approaches to problem-solving with strong decision-making capability
Highly resourceful team-player, with the ability to also be extremely effective independently
Proven ability to handle confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of customer/client service and response
Demonstrated ability to achieve high performance goals and meet deadlines in a fast paced environment
Forward looking thinker, who actively seeks opportunities and proposes solutions
Education and Experience Requirements
Bachelor's degree required
Strong work tenure: five to 10 years of experience supporting C-Level Executives, preferably in a non-profit organization
Experience and interest in internal and external communications, partnership development, and fundraising
Proficient in Microsoft Office (Outlook, Word, Excel, and Power Point), Adobe Acrobat, and Social Media web platforms.
Special Instructions to Applicants In your cover letter, please include your history of executive level support and your experience managing competing priorities and projects.
Job Open Date 01/17/2017
Posted until Filled Yes
About USF The University of San Francisco is located in the heart of one of the world's most innovative and diverse cities, and is home to a vibrant academic community of students and faculty who achieve excellence in their fields. Its diverse student body enjoys direct access to faculty, small classes and outstanding opportunities in the city itself. USF is San Francisco's first university, and its Jesuit Catholic mission helps ignite a student's passion for social justice and a desire to Change the World From Here. For more information, visit www.usfca.edu.
EEO Policy The University of San Francisco is an equal opportunity institution of higher education. The University does not discriminate in employment, educational services and academic programs on the basis of an individual's race, color, religion, religious creed, ancestry, national origin, age (except minors), sex, gender identity, sexual orientation, marital status, medical condition (cancer-related and genetic-related) and disability, and the other bases prohibited by law. The University reasonably accommodates qualified individuals with disabilities under the law.
Fair Chance Ordinance Pursuant to the San Francisco Fair Chance Ordinance, we will consider for employment qualified applicants with arrest and conviction records. For more information visit: http://sfgov.org/olse/fair-chance-ordinance-fco.
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