Executive Assistant, Advancement

Executive Assistant, Advancement

Job Title: Executive Assistant to the Vice President of University Advancement

Position Description
The Executive Assistant to the Vice President of University Advancement (VPUA) provides high-level support to the VPUA and oversight to the Office of University Advancement. This position ensures the operational excellence of the Office of the VPUA and the broader University Advancement division. This role is ideal for a dynamic individual who excels in both high-level executive support and operational management, and thrives in a donor-focused, fast-paced environment. This role requires a blend of executive-level administrative expertise, operational management, and relational skill to partner with the VPUA and University Advancement department leaders and staff to achieve ambitious fundraising, resource development and external engagement goals.

Alignment with Theological Positions
The person who fills this position must be someone who personally agrees with Biola’s Articles of Faith and Statement of Biblical Principles and who is supportive of the positions taken by Biola as contained in its Eschatology Teaching Position.  As such, this person may not speak against or act in a manner inconsistent with these positions during the course of their employment at Biola.

Department
University Advancement

Supervisor
This position reports to the Vice President of University Advancement (VPUA).

Educational Requirements
Bachelor’s degree

Work Requirements
Exempt/Salaried (01), full-time – 40 hours/week, 12 months per year
This position requires personal attendance at Biola’s campus in La Mirada, California. 

Essential Duties

Executive Support to the Vice President of University Advancement (VPUA)
Serve as a trusted partner to the VPUA by anticipating needs, supporting decision-making, ensuring alignment across University Advancement, and helping translate strategic priorities into effective execution.
Serve as the gatekeeper for the VPUA’s time, managing complex scheduling, travel and meeting requests. Prioritize the VPUA’s focus on high-impact donor and institutional priorities. 
Coordinate the VPUA’s engagement with the President’s Office, President’s Cabinet, and Advancement Leadership Team. Act as the primary liaison for high-level donor-related initiatives, ensuring seamless communication and follow-up.
Draft, edit, and prepare high-level reports, presentations, donor proposals, and donor gift acknowledgement letters for internal and external audiences. 
Support VPUA engagement with the Board of Trustees, including preparation of meeting materials, reports, presentations, schedules, and follow-up items.
Book and coordinate travel for the VPUA, including rental cars, hotels, and oversee credit card expenses and reconciliations for the VPUA. 
Prepare the VPUA with meeting briefs, notes, and summaries.
Provide high-level and general administrative support for the Office of the VPUA, including mail, email, and voicemail; and proactively respond to inquiries and compose associated correspondence.
Serve as a professional ambassador for the Office of University Advancement, providing exceptional hospitality and relationship-centered service to donors, alumni, trustees, university leaders, and external partners.
Coordinate leadership meetings, track key decisions and action items, and ensure timely follow-up across University Advancement leadership.
Prepare agendas and keep minutes for the Advancement meetings as needed.

University Advancement Operations and Budget
Provide general operational support for the Office of University Advancement as directed.
Oversee University Advancement budget management, including monthly tracking, yearly projections, and planning. This includes direct administration of the VPUAs budget.
Work within Cognos to provide oversight and reporting to the VPUA for macro-level budget tracking and forecasting.
Maintain University Advancement shared drives, Google drives and GO-2 site files.
Manage hiring logistics for the Division, from drafting job descriptions, to leading onboarding process.

Campaign and Special Projects
Serve as an administrative partner for the comprehensive campaign, and track campaign-related action items, maintain administrative oversight for committee meetings, and help monitor campaign budget income/expenses. 
Administer and coordinate special projects and departmental initiatives as directed by the VPUA.
Provide logistical support for Advancement programs and events, including donor and donor society events (e.g. President’s Circle, Lyman Stewart Society, etc.).
Help host key VIP/donor visits and receptions for donors and their student beneficiaries. 
Work as a partner with the Advancement Leadership Team in the execution of University Advancement goals, priorities and projects and the comprehensive campaign.
Research topics and analyze data as directed by the VPUA.

Required Skills/Qualifications
5+ years of experience in administrative support at an executive level is required, with experience in development, donor relations and higher education in a fast-paced environment.
Proficiency in Google Suite (Gmail, Docs, Sheets, Slides, etc) and Microsoft Office Suite software is required.
Demonstrated experience in calendar management for an executive, including scheduling and handling appointments, meetings and events.
Exceptional customer service standards, superior office professionalism, decision making and very strong organization/multitasking capabilities, extremely adaptable and flexible, with the ability to anticipate needs and engage proactively.
High-level discretion in handling sensitive and confidential information appropriately.
Experience in fundraising/donor management CRM with strong preference for experience in Raiser’s Edge.
Must be a strong written and verbal communicator.

Hiring Range: $70,304.00 - 85,241.00 annual rate