Executive Assistant to the Vice President of Development 

Full-time - Entry Level

About the position

The Executive Assistant to the Vice President of Development is responsible for providing high-level administrative support to the Vice President and the Director of Principal Gifts. This includes composing and editing letters and emails, preparing confidential correspondence and reports, serving as a point person for internal and external stakeholders, maintaining the Vice President’s calendar, coordinating meetings, travel, and reimbursements, and managing other major projects as needed.

Responsibilities

• Maintain calendar and coordinate meetings, including compilation of agenda items and necessary documents.
• Arrange room reservations, room set-up, and materials for meetings.
• Reserve and book all travel including transportation, lodging, registration, etc.
• Complete travel authorization forms and travel expense reports.
• Prepare travel packets, including itineraries, briefings, and other supporting materials.
• Assist Vice President and Director of Principal Gifts in composing and editing letters and emails.
• Prepare materials and reports for Board meetings and stakeholder presentations.
• Research data and information for upcoming projects or initiatives.
• Record notes of all staff meetings and leadership team meetings.
• Maintain a high level of diplomacy in all communication.
• Support all activities involved with the cultivation, solicitation, and stewardship of top leadership gift prospects and donors.
• Debrief with VP and the Director and create and enter contact reports.
• Approve staff timesheets and coordinate staff vacation calendar.
• Coordinate annual staff planning meetings.

Requirements

• Bachelor’s degree preferred.
• 7-10 years of progressive administrative office experience.
• Excellent interpersonal skills with good judgment, diplomacy, and sensitivity regarding confidential information.
• Excellent writing, editing, and proofreading skills.
• Knowledge of Microsoft Office including Word, Excel, PowerPoint; knowledge of database programs.
• Highly organized with good time management skills.
• Ability to handle multiple priorities simultaneously.
• High tolerance for ambiguity and changing priorities.
• Flexibility and a good sense of humor.
• Commitment to the mission and goals of Wellesley College.

Benefits

• Competitive wages ensuring dedication is recognized and rewarded.
• Access to a comprehensive benefits package, including health, dental, vision, and pre-tax saving benefits.
• Life insurance and disability coverage.
• Free parking on campus and accessibility via the MBTA commuter rail.
• Paid vacations, personal days, sick time, and holidays.
• Retirement savings plan with contributions up to 10.5% towards your 403(b) plan.
• Hybrid work environment for select positions.
• Caregiving support through Wellthy.
• Legal plan insurance and pet insurance discount.
• Continuing training and pathways for growth.
• Tuition benefits and resources for student loan forgiveness.
• Free use of athletic and fitness facilities and access to campus events.