You are viewing a preview of this job. Log in or register to view more details about this job.
Email

The North Dakota State University Foundation seeks mission-driven individuals interested in joining a growing team dedicated to connecting people, developing partnerships, teamwork, accountability, transparency, stewardship, communication, and service.   The Foundation invites candidates for an Executive Assistant, full-time non-exempt (hourly) position which will report to the VPs of Development and Alumni & Donor Connections.  
 
The North Dakota State University Foundation is a separate 501(c)(3) organization which exists to maximize advocacy and philanthropy to support NDSU. We connect people who are passionate about NDSU and improving the lives and outcomes of North Dakotans and the world.  We are an organization of sixty team members and growing.  If you enjoy non-profit work, are inspired by our mission, love to collaborate with your colleagues, and are ambitious to develop as a professional, we welcome you to apply.
 
Our team members enjoy a highly competitive total compensation package including company paid health insurance, a defined contribution account funded at 9.5%, generous paid time off, abundant professional development opportunities, plus elective dental and vision plans.  
 
This position may be eligible for some hybrid work following a period of onboarding.
 
This position will remain open until filled. To be considered, applicants must apply online through the NDSU Foundation employment site (https://www.ndsufoundation.com/employment) and include a cover letter and resume. 
 

Position Summary: 

The Executive Assistant performs a range of administrative, clerical, project and meeting management, and technical duties for the Vice President of Development and Vice President Alumni and Donor Connections (“VPs”) of the Foundation. Plans, organizes, and carries out the day-to-day operation of their offices, requiring management of multiple and rapidly changing priorities.

This position offers high level support to the trustee committees tied to these divisions including the role of staff liaison and functioning as the sole record keeper/administrator leading up to, during, and after scheduled meetings.  

Primary Duties and Responsibilities:

  • Administrative Support
    • Manage and maintain schedules of the VP’s including internal and external obligations, meetings and conferences, and travel arrangements. Prioritize and resolve related conflicts and competing demands
    • Coordinate and prioritize daily calendars and obligations to ensure business objectives are met
    • Coordinate, plan, and organize small-to large-scale meetings
    • Provide administrative support for Development, Outreach, and Alumni Awards trustee committee meetings including preparing agendas, reserving rooms, teleconference arrangements, calendar invites, recording, and distributing minutes. Serve as back-up administrative support for other trustee committees
    • Prepare Confidentiality Agreements for employees, non-employees, volunteers, and students, track for completion
    • Make a wide variety of complex logistical arrangements independently or from brief instructions
    • Maintain the inventory of Foundation branded stationery and related supplies, prepare and distribute resources to applicable staff
    • Independently investigate assigned problems, determine methods of research, data, and information requirements
    • Communicate on behalf of VP’s; represent a professional writing style within assigned email correspondence
    • Prepare, review, and submit appropriate paperwork for monthly expense reports to reconcile credit card statements ensuring accuracy and appropriate documentation according to policy
    • Maintain current, timely, and updated paper and electronic records
    • Assist with analytical and reporting functions as requested by compiling data, verifying and organizing materials for reports, and assist in preparing reports for presentations
  • Clerical Support
    • Draft, proofread, edit, and answer routine correspondence, memos, presentations and other documents and communication, including donor and board communications
    • Greet guests, receive and screen incoming calls, answer routine inquiries, and route calls to appropriate personnel in a courteous and efficient manner
    • Respond to and/or direct inquiries to appropriate staff and provide follow-up as needed
    • Perform general clerical duties to include, but not limited to, scanning, copying, faxing, filing, data entry, and creating Formsite documents
    • Access the Customer Relations Management system to pull actions, reports, and information for other related requests
  • Project Management
    • Will be called upon to coordinate and facilitate meetings, agendas, communications, file sharing, and materials in support of larger scale major giving projects or other fundraising initiatives
    • Tracks progress and key milestones within assigned projects
    • Regularly provides status updates with external and internal stakeholders
  • Other duties as assigned

Essential Functions:

  • Set priorities, develop a work schedule, monitor progress towards goals, and track details/data/information/activities.
    • Efficiently operate a personal computer and associated software (Outlook, Word, Excel, Adobe, etc.)
    • Maintain files accurately, in paper and in software programs
    • Maintain records and prepare reports
    • Handle multiple tasks simultaneously
    • Plan, prioritize and meet deadlines
  • Establish and maintain positive working relationships with others both internally and externally to achieve the goals of the organization.
    • Interact in an effective and appropriate manner with diverse populations, internal staff, University community and the public
  • Work cooperatively and effectively with others to resolve problems and make decisions that enhance organizational effectiveness.
    • Maintain confidentiality of records and information
    • Display excellent judgment and decision making
    • Follow through on tasks and projects with little supervision
  • Speak, listen, and write in a clear, thorough, and timely manner using appropriate and effective communication tools and techniques
  • Prompt and reliable attendance
  • Demonstrate support of the Foundation’s mission and beliefs

Minimum Qualifications:

  • High School Diploma or equivalent
  • 3-5 years of directly related work experience as an administrative support professional
  • Knowledge of office management systems and procedures
  • Proven ability to handle confidential and sensitive information with discretion, be adaptable to various competing demands, meet deadlines in a fast-paced environment, and demonstrate the highest level of customer service and response
  • Strong organizational skills and excellent attention to detail
  • Forward looking thinker, who actively seeks opportunities and proposes solutions
  • Demonstrated proactive approaches to anticipating, preventing, and solving problems with strong decision-making capability
  • Highly resourceful team-player, with the ability to also be effective independently
  • Effective listening and verbal communication skills
  • Maintain high standards of professionalism
  • Ability to understand and interpret policies and procedures as well as apply them with consistency
  • Proficient skills with technology to include Microsoft Word, Excel, Outlook, and Adobe

Preferred Qualifications:

  • Associates degree or higher
  • 5+ years’ related work experience as an administrative support professional
  • Familiarity with Roberts’ Rules of Order
  • Experience supporting senior management positions
  • Understanding of basic financial concepts and terminology including budgets, basic financial reporting, and expense reconciliation

Physical and Mental Demands:  

Regularly required to sit, walk and stand; talk or hear, both in person and by telephone; use hands repetitively to finger, handle, feel or operate standard office equipment; reach with hands and arms; and lift up to 25 pounds.  Specific vision abilities required for this job include close vision, distance vision and the ability to adjust focus. Regularly required to use written and oral communication skills; read and interpret data, information and documents; analyze and solve non-routine and complex office administrative problems; use math and mathematical reasoning; observe and interpret situations; learn and apply new information or skills; perform highly detailed work on multiple concurrent tasks; work under intensive deadlines with frequent interruptions; and interact with leadership, staff, donors, alumni, the public, NDSU campus employees and others encountered in the course of work.