Reporting to the Vice President for Institutional Advancement, the Executive Assistant's duties will include a wide range of executive level administrative support, ranging from coordination of information flow, ensuring accurate and timely delivery of senior level administrative services, providing support as needed to staff members that report to the Vice President, and briefing the Vice President on relevant and current issues.
In addition, the Executive Assistant will coordinate the daily operations of the Vice President's office, developing and implementing processes that improve office functionality, efficiency and professionalism.
Prepare documentation and correspondence, memoranda and reports and gather background materials.
Assist the Vice President with Board-related meeting preparations throughout the year. Responsibilities include: coordinating and communicating meeting logistics efficiently, developing agenda and corresponding materials for meeting books, managing production of printed materials, drafting and transmitting minutes and reports.
Plan, coordinate and ensure the Vice President's schedule is followed and respected. Provides "gatekeeper" and "gateway" role, creating win-win situations for direct access to the VP's time.
Coordinate and oversee business related travel for the Vice President and the Institute's President when appropriate.
Provide high level customer service and support to all internal and external constituents including donors, prospects, Board of Trustees, the Office of the President, the Office of the Provost and other internal departments.
Oversee incoming correspondence and requests for the Vice President's attention, triage to other staff members as appropriate, prioritize items that need immediate attention, and prepare and edit letters, memos and other correspondence for the Vice President. Proofread, edit, format, and print documents and office communications for approval and signature by the Vice president.
Develop a thorough understanding of Raiser's Edge, the development database, in order to maintain data, compile and/or produce reports, and provide information as requested by the Vice President.
Work closely with fundraisers to prepare VP for prospect meetings, capture notes and facilitate next steps and timely and strategic follow-up.
In collaboration with the prospect management and donor relations teams, manage fundraising efforts for top level donors and prospects who are in the VP's portfolio.
Identify and conduct research on prospective donors as well as outreach and follow-up, including mailing prospect kits and scheduling meetings.
Oversee the administration of the Vice President's office; set priorities; enforce regulations; monitor procedures and recommend changes as appropriate.
Plan and coordinate events when necessary on behalf of Institutional Advancement department.
Other duties more specific to the office as may reasonably be assigned
Education: Bachelor's Degree from a four-year accredited institution.
Experience: Three to five years' experience in providing progressively responsible administrative support and coordination, or other relevant and transferable professional experience.
Knowledge and Skills:
Proficiency is required in the use of word processing, database and spreadsheet, presentation, email, and electronic calendar software (i.e. MS Word, Access, Excel, PowerPoint and MS Outlook)
Ability to work with and process confidential information with discretion and sensitivity
Excellent interpersonal and organizational skills and the ability to prioritize under pressure
Must have excellent verbal, written, and organizational skills.
Must have demonstrated ability to use independent judgment and critical analytic thinking.
Knowledge of the Raiser's Edge database preferred.
Appreciation for the important role that higher education plays in the world.
A commitment to working in and promoting a culture of inclusion.
An understanding of the important role of diversity, equity and inclusion to institutional advancement.
Please submit your cover letter and resume. If you are selected for an interview, please be prepared to provide at least 5 References via our on-line reference tool system. At least 2 of your References must be, or have been, your direct managers.
Equal Employment Opportunity Statement
We are an equal opportunity employer and do not discriminate in hiring or employment on the basis of race, color, religion or belief, national or ethnic origin, citizenship, marital or domestic partnership status, sexual orientation, gender identity or expression, age, disability, military or veteran status, or any other characteristic protected by federal, state, or local law. Pratt Institute recognizes and values the benefits of a diverse workforce.
Internal Number: 109786150
About Pratt Institute
The mission of Pratt Institute is to educate artists and creative professionals to be responsible contributors to society. Pratt seeks to instill in all graduates aesthetic judgment, professional knowledge, collaborative skills, and technical expertise. With a firm grounding in the liberal arts and sciences, a Pratt education blends theory with creative application in preparing graduates to become leaders in their professions. Pratt enrolls a diverse group of highly talented and dedicated students, challenging them to achieve their full potential.