Senior Executive Assistant

Structure

The Senior Executive Assistant is an exempt (salaried) position employed by the University of Cincinnati Foundation (UC Foundation) and reports to the Chief of Staff of the UC Foundation.

Focus

This Senior Executive Assistant provides high-level administrative support to the President’s Office, to include the UC Foundation President and the Chief of Staff. This position is responsible for management and coordination of critical activities, meetings, assignments for the President and Chief of Staff, provides logistic support to the UC Foundation Board of Directors (Board) and is the prime conduit to the Herschede Society.

The successful candidate will possess exceptional interpersonal and organizational skills; ability to handle multiple, time-sensitive, complex tasks with great attention to confidentiality and detail; excellent verbal communication and writing skills; ability to exercise independent judgment, work under pressure and, when necessary, work beyond regular office hours.

Specific Duties

• Serve as central position to the UC Foundation President’s Office, inclusive of the President and the Chief of Staff.


• Act as the personal representative of the President’s Office to all internal and external parties.


• Partner with the Chief of Staff, who leads high-level strategy and communications with and for the Board, by providing all logistic support for the Board.

• Develop, program, and staff the Herschede Society for ongoing engagement, recognition and involvement of emeriti trustees with the UC Foundation, UC and UC Health.


• Provide planning and logistic support for all aspects of the full UC Foundation Board Meetings (semiannual) and the activities of the Board’s committees, partnering with the Chief of Staff and UC Foundation staff committee liaisons.


• Assist in reviewing the strategic direction of the UC Foundation Board and provide strategic input to the UC Foundation President, UC Foundation Board Chair, and UC Health Foundation Board Chair regarding Board membership, involvement, and governance documents.

• Prepare, assemble, and brief the President and Chief of Staff on materials required for daily schedule.


• Help manage and plan the President’s and Chief of Staff’s work through frequent communication and follow-up on open items and deadlines.


• Identify and appropriately ensure resolution all issues brought to the attention of the President’s Office.


• Provide administrative support for the President’s Office, including:

• Manage the President’s office phone line;


• Maintain calendar; plan and schedule all requested meetings, including reserve room(s), prepare agendas and record/distribute minutes, as necessary;


• Draft and/or prepare internal and external correspondence and documents, and distribute (mail, email, fed ex, etc.), as needed;


• Maintain office files and research materials;


• Manage departmental mail; review, forward and follow-up, as necessary

• Draft and/or prepare President’s contact reports and enter in donor database.


• Track President’s prospect clearances


• Independently manage selected assignments, including preparation, analysis and briefing on all key operations data


• Plan and manage President’s Office annual budget; prepare purchase orders; brief President on monthly budget reports and process expenses for the President’s Office in a timely manner.


• Coordinate all travel arrangements for the President’s Office, including airfare, hotel, car rental, ground transportation, scheduling of meetings, preparation of itineraries, etc.


• Coordinate and attend Lead Team meetings; schedule meetings, prepare agendas, and record/distribute minutes (as necessary)


• Assist with Foundation projects, as needed, in support of the direct reports of the President.


• Collaborate with Lead Team support staff across the UC Foundation to ensure cross-functional training and coverage.


• Other duties, as assigned

Requirements

• Bachelor’s degree preferred with a minimum of 5 years of executive level support experience. A combination of education and related experience will be considered.


• Prior experience working with non-profit Boards preferred.


• Excellent organizational skills, time management skills and attention to detail, to include anticipating needs and being proactive.


• Displays high degree of professionalism in order to maintain confidential information, deal with people tactfully, and help establish strong relationships and positive communication.


• Knowledge of administrative procedures, software applications (such as Microsoft Office Word, Excel, PowerPoint, Diligent, Blackbaud CRM, etc.) records management systems, and other business procedures and terminology.


• Ability to interact favorably with a diverse group of individuals and to foster strong, productive relationships.

Physical Demands

This position is considered to have sedentary work. Exerting up to 10lbs. of force occasionally and/or negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects. This position requires:

• Finger use


• Talking


• Hearing


• Repetitive motion of the wrist, hands, and/or fingers

Work Environment

While performing the duties of this job, this position is not substantially exposed to adverse environmental conditions (such as in typical office or administrative work).

The University of Cincinnati Foundation seeks talented, collaborative and mission-focused individuals to join our advancement team in driving philanthropic support for the University of Cincinnati and UC Health. All offers of full-time employment are contingent upon passing a criminal background check and drug test. Positions requiring a degree are also contingent upon education verification. 

Additionally, the UC Foundation requires employees to be fully vaccinated against COVID-19 to ensure the health and safety of our workplace. In accordance with guidance from the U.S. Centers for Disease Control and Prevention and public health authorities, we believe that vaccinations are a critical tool for protecting employees and their families, coworkers, donors, visitors and our community at large from the threat of COVID-19. New hires will be required to provide proof of vaccination or request an accommodation based on a medical condition or strongly-held religious belief prior to their first day of employment.

The University of Cincinnati Foundation is committed to diversity, equity, and building an inclusive environment for people of all backgrounds and ages. We are taking steps to meet that commitment. We especially encourage members of traditionally underrepresented communities to apply, including women, people of color, LGBTQ people, and people that are differently abled. We know there are great candidates who won’t match everything we’ve described above or who have important skills we haven’t considered. Apply and tell us about yourself!