Job: Assistant to the Senior Vice President for Advancement

Jobing Description

Title: Assistant to the Senior Vice President for Advancement
Department: Advancement Administration
Position Number: 0000000
Text of Job Advertisement

The maximum number of characters that can be entered is 3900. Duties: Manages the complex scheduling of calendar appointments and travel arrangements of the Senior Vice President, in a timely manner, ensuring that appropriate pre-meeting planning is complete and that the arrangements reflect the SVP's needs, preferences and priorities of the division and institution. Arranges meetings on and off campus and prepares itineraries for multi-dimensional trips.
Assures reasonable agendas and expectations have been set with meeting participants, communicating directly with them and confirming appointments. Assures that the SVP has been properly briefed in preparation for all meetings and events in which the SVP participates. Researches and compiles background information and briefing materials, as needed. Briefs the Senior VP on changes in schedules and priorities or on matters needing the Senior VP's personal or immediate attention.
Through scheduling, communicates with the assistants of key donors, senior administrators and members of the Board of Trustees, and conveys critical information on behalf of the SVP.
Consults on a regular basis with the Executive Assistant to review work priorities and progress.
Responsible for answering the SVP's phone and for conducting a high-level of customer service for each and every caller.
Previews incoming correspondence (mail and email), obtains relevant background information, uses judgment regarding whether to respond directly on behalf of the SVP or to coordinate response from other College officials, if necessary, and consult with the Executive Assistant for additional course of action. Assists in answering other correspondence and responds proactively to phone and mail inquiries, making judgments on appropriate handling and distribution.
Welcomes key constituents, alumni, parents, friends, donors, volunteers and staff to the office of the SVP and communicates appropriately.
Independently manages short-term projects as assigned by the Executive Assistant to the SVP, exercising judgment and critical thinking accordingly.
As requested or on personal initiative, researches subjects of interest to the Senior VP, assimilating information from other areas or sources; summarizes, organizes and prepares information or reports for her use.
Manages critical incoming emails, letters and calls from alumni, parents, donors, and external constituents, ensuring that they receive a response in a timely fashion.
Proofreads drafts of gift acknowledgements and other correspondence submitted for the SVP's signature and prepares final materials for mailing.
Arranges for meetings, conferences, receptions, etc. Coordinates logistics including meeting location, catering, attendee notification, agenda distribution, staffing, lodging for guests, IT equipment, and supporting materials.
Anticipates and recognizes problem/issues and brings them to the attention of the Executive Assistant for guidance and resolution.
Provides day-to-day administrative support for the SVP and the Executive Assistant.
Represents the division to internal and external constituencies.
Performs other duties as assigned.
Special Instructions to Applicants: This is a temporary position.
Position Purpose: Provides a high level of assistance to the Senior Vice President and the Executive Assistant in a wide variety of ways, including performance of critical office functions while exercising considerable discretion and judgment. Manages the SVP's complex calendar and travel needs, communicating with other assistants of senior officers of the college accordingly, orchestrates activities that help to advance Dartmouth's relationships with Trustees, principal gift prospects/donors and contributes to client-focused, team-based structures.
Skills & Knowledge: In-depth knowledge of office procedures.

Strong organizational and planning skills and ability to set priorities and meet deadlines.

Excellent judgment and discretion, especially with confidential information.

Ability to anticipate and take initiative

Attention to detail

Highly proficient with computer applications (Microsoft Office Suite)

Excellent communication skills. Ability to work both independently and as a team member. "Can do" attitude.

Ability to respond to changing priorities. Flexible and reliable.
Minimum Experience: Five years of executive office/administrative experience in an autonomous setting preferred.

Higher education experience preferable.
Minimum Education: Bachelor's degree or the equivalent combination of education and experience.
FLSA: Non-Exempt
Level: Temp - Office Support
Employment Category: Temporary Full Time
Link to Position Description:
Not available for faculty positions
Contact name of the individual who will be receiving/viewing the resumes,cover letters, etc. Cindy Welch
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