Careers

Executive Assistant

Apply now Job no: 492762
Work type: Staff (Full-Time)
Location: Winter Park, FL
Categories: Institutional Advancement
Division: Institutional Advancement

FLSA Status:

Exempt

Service Months:

12

Position Summary:

Rollins College is seeking an experienced Executive Assistant to perform a broad range of complex and confidential executive support within the Office of the Vice President for Institutional Advancement. This position performs advanced, diversified, confidential administrative duties and project work requiring broad and comprehensive experience, skill and knowledge of organization policies and practices. 

Key function is the support for the Vice President and two sub-committees of the Board of Trustees.  Responsibilities include the coordination of materials, logistics, and communications for Board Committee meetings for the Board of Trustees, Office of Development, and Alumni Relations. 

Primary responsibilities for Vice President:

  • Managing calendars and ensuring the effective scheduling of meetings with trustees, alumni, and friends of the College.
  • Communicating with internal and external constituents on matters involving the Vice President, frequently interacting with students, faculty, staff, and senior-level administration.
  • Monitoring budget and accounts for IA Division.
  • Drafting correspondence and preparing reports, documenting donor contacts in Argos, uploading documents into SharePoint and Nolij.
  • Responding to inquiries, including those of a highly sensitive and confidential nature
  • Compiling data and managing department files and records.
  • Coordinates all aspects of the Vice President’s travel/appointment schedule, including setting appointments with trustees, alumni, parents, and friends of the College; and making travel arrangements for airlines, lodging, car rental, etc.
  • Coordinates all aspects of visits to the campus by trustees, alumni, and parents, including reservations for lodging, preparation of itineraries and meeting agendas and scheduling group or individual meetings with College administrators or staff.
  • Coordinates division-wide communication to include emails, memorandums, and meetings, as determined by the Vice President.
  • Compiling information from departments within the division for the Board of Trustees and Executive Committee meetings.
  • Oversees office management responsibilities for the development team, to include but not limited to, ordering stationary, business cards, stamps, envelopes and letterhead for Gift Planning, Foundation Relations and the Vice President of Institutional Advancement, order/dispense general supplies for office and kitchen, maintain stock of copy room and break room, liaison with property manager, distribution of mail, and prepare all gifts to lockbox.

Primary responsibilities for Office of Gift Planning:

  • Assist with marketing plan to identify new planned giving prospects.
  • Collaborate with the Office of Alumni Relations, work to meet 50th reunion giving and gift planning objectives.
  • Collaborate with Office of Donor Relations on Cloverleaf Society events.
  • Process life income gifts (between Gift Planning Office, College’s Finance Office, and State Street Charitable Asset Management Group).
  • Process invoices and expense reports.
  • Assist with mailing of correspondence, proposals, and gift agreements to prospects, donors, and attorneys.
  • Upload documents into SharePoint and document management system.

Primary responsibilities for Office of Foundation Relations:

  • Process invoices and expense reports.
  • Perform related duties as assigned.
Position Requirements

 

Education & Work Experience

  • High school diploma plus two years of additional business, technical or college training or equivalent combination of education and experience is required, Bachelor’s degree preferred.
  • Requires four to six years of job‑related experience.

Adaptability

  • Demonstrates flexibility in the face of change.
  • Projects a positive demeanor regardless of changes in working conditions.
  • Shows the ability to manage multiple conflicting priorities without loss of composure.

Organization

  • Works independently with little supervision.
  • Determines the appropriate allocation of time.
  • Effectively manages the workspace.
  • Balances conflicting priorities in order to manage workflow, ensure the completion of essential projects, and meet critical deadlines.

Proactive Anticipation of Needs

  • Demonstrates the ability to foresee problems and prevent them by taking action.
  • Utilizes analytical skills and a broad understanding of the business to effectively interpret needs.
  • Takes initiative to implement changes/new ideas to advance the Division.

Communication Skills

  • Active listener.
  • Speaks with confidence using clear, concise sentences and is easily understood.
  • Produces well thought-out, professional correspondence free from grammatical and spelling errors.
  • Thorough knowledge of business English, spelling and grammar.
  • Uses high quality, professional oral and written skills to project a positive image of the business.

Client Service

  • Interacts professionally with internal and external constituents at all times.
  • Promptly responds to requests with accuracy and a courteous demeanor.
  • Works as a competent member of the team, willingly providing back up support for co-workers when appropriate and actively supporting division-wide goals, serves as a resource for division colleagues.

Computer & Technical Skills

  • Displays proficiency using standard office equipment and computer software.
  • Demonstrates advanced proficiency by quickly adapting to new technology and easily acquiring new technical skills.
  • Math computational skills sufficient to perform basic accounting functions.

Judgment

  • Exhibits sound judgment and the ability to make reasonable decisions in the absence of direction.
  • Swiftly refers problems/issues to the appropriate person(s) when necessary.
  • Works effectively without constant and direct supervision or guidance.
  • Ability to work independently and handle confidential material.

Special Instructions to Applicants:

To apply, please submit an application and upload the following materials:

  1. Cover letter
  2. Resume

Screening of applications will begin immediately.

Rollins offers a competitive hourly salary plus generous benefits package featuring comprehensive health insurance coverage, generous paid time off, retirement savings plan with generous employer contribution, full tuition waiver after one year for employees, spouses, domestic partners and dependents.

Our Values:

 

Rollins seeks to foster and to model a campus environment that is welcoming, safe, and inclusive to all of our administrators, faculty, staff, and students. We view differences (e.g. nationality, race, gender, age, sexual orientation, socioeconomic class, physical ability, learning styles, perspectives, etc.) not as obstacles to be overcome but as rich opportunities for understanding, learning, and growth.

Through its mission, Rollins College is firmly committed to creating a just community that embraces multiculturalism; persons from historically under-represented minority groups are therefore encouraged to apply. Rollins does not discriminate on the basis of sex, disability, race, age, religion, color, national or ethnic origin, ancestry, marital status, veteran status, sexual orientation, gender identity, gender expression, genetic information, physical characteristics, or any other category protected by federal, state, or local law, in its educational programs and activities. 

 

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