Executive Assistant - Principal Gifts

The North Dakota State University Foundation seeks mission-driven individuals interested in joining a growing team dedicated to connecting people, developing partnerships, teamwork, accountability, transparency, stewardship, communication, and service.   The Foundation invites candidates for an Executive Assistant - Principal Gifts, full-time non-exempt (hourly) position.

The North Dakota State University Foundation is a separate 501(c)(3) organization which exists to maximize advocacy and philanthropy to support NDSU. We connect people who are passionate about NDSU and improving the lives and outcomes of North Dakotans and the world.  We are an organization of sixty team members and growing.  If you enjoy non-profit work, are inspired by our mission, love to collaborate with your colleagues, and are ambitious to develop as a professional, we welcome you to apply.

Our team members enjoy a highly competitive total compensation package including company paid health insurance, a defined contribution account funded at 9.5%, generous paid time off, abundant professional development opportunities, plus elective dental and vision plans.  

This position may be eligible for hybrid work following a period of onboarding.

This position will remain open until filled. To be considered, applicants must apply online through the NDSU Foundation employment site (https://www.ndsufoundation.com/employment) and include a cover letter and resume. 

Position Summary:

The Principal Gifts Executive Assistant is responsible for providing comprehensive executive support encompassing high-level administrative support, project coordination, meeting management, and technical support to the Senior Vice President of Principal Gifts to secure private funding for the university.

This Principal Gifts Executive Assistant will be the primary point of contact with the NDSU President’s office to coordinate and facilitate presidential engagement activities as requested by the SVP.  This EA plans, organizes, and carries out the day-to-day operations of the Principal Gifts office, requiring management of multiple and rapidly changing priorities, functioning as the sole record keeper/administrator leading up to, during, and after scheduled activities and meetings. 

The EA coordinates with internal teams in trustee alumni and donor experience, events, development, and portfolio research when putting together donor briefings which are executive summaries designed toward building meaningful life-long benefactor engagement and advancing transformative initiatives across the range of disciplines and programs of North Dakota State University.

Essential Duties and Responsibilities:

1. Administrative Support
   1. Manage and coordinate calendar and travel for Sr. VP; resolve scheduling conflicts 
   2. Proactively anticipate the needs of the Principal Gifts unit along with forecasting and addressing impacts with scheduling and communication
   3. Coordinate meetings, agendas, communications, and materials for meetings and fundraising initiatives 
   4. Prepare, organize and maintain documents, reports, and files; manage donor database information and submit monthly expense reconciliations 
   5. Organize campus visits and engagement activities for alumni and partners
2. Leadership/Presidential Engagement Support
   1. Work with NDSU leadership (President’s Office, Provost, VPs, Athletics, Deans) to coordinate meetings and visits  (indirectly, more with their admin support)
   2. Prepare agendas, take minutes, and manage logistics for leadership engagements  
   3. Complete presidential briefing packets and special assignments for Foundation CEO and Sr. VP  
   4. Ensure accurate CRM entries for presidential engagement activities  
3. Principal Gifts Program Support
   1. Assist Sr. VP in managing principal benefactor portfolio  
   2. Schedule calls/meetings and prepare materials for donor conversations  
   3. Enter actions and confirm Customer Relationship Management system data for donor contact reports, proposals, and follow-ups  
   4. Support high-level individual donor stewardship and general initiatives 
4. Committee Support
   1. Serve as backup for Development Committee meetings (spring/fall) and others as requested 
5. General Duties
   1. Act as a professional point of contact for alumni, staff, and constituents
   2. Manage highly confidential information related to donors and financial gifts with the utmost discretion
6. Other duties as assigned

Essential Functions:

1. Set priorities, develop a work schedule, monitor progress towards goals, and track details/data/information/activities.
   1. Efficiently operate a personal computer and associated software (Outlook, Word, Excel, Adobe Planner, etc.)
   2. Maintain files accurately, in paper and in software programs
   3. Maintain records and prepare reports
   4. Handle multiple tasks simultaneously
   5. Plan, prioritize and meet deadlines
2. Establish and maintain positive working relationships with others both internally and externally to achieve the goals of the organization.
   1. Interact in an effective and appropriate manner with diverse populations, internal staff, University community and the public
3. Work cooperatively and effectively with others to identify and resolve problems and make decisions that enhance organizational effectiveness.
   1. Maintain confidentiality of records and information
   2. Display excellent judgment and decision making
   3. Follow through on projects with little supervision
4. Speak, listen and write in a clear, thorough and timely manner using appropriate and effective communication tools and techniques.
5. Prompt and reliable attendance.
6. Demonstrate support of Foundation mission and beliefs.

Minimum Qualifications:

1. High School Diploma or equivalent
2. 3-5 years’ of directly related work experience as an administrative support professional
3. Knowledge of office management systems and procedures
4. Proven ability to handle confidential and sensitive information with discretion, be adaptable to various competing demands, meet deadlines in a fast-paced environment, and demonstrate the highest level of customer service and response
5. Strong organizational skills and excellent attention to detail
6. Forward looking thinker, who actively seeks opportunities and proposes solutions
7. Demonstrated proactive approaches to anticipating, preventing, and solving problems with strong decision-making capability
8. Highly resourceful team-player, with the ability to also be effective independently
9. Advanced written communication skills to include formal business writing
10. Effective listening and verbal communication skills
11. Maintain high standards of professionalism
12. Ability to understand and interpret policies and procedures as well as apply them with consistency
13. Proficient skills with technology including Microsoft Word, Excel, Outlook, and Adobe

Preferred Qualifications:

1. Associates degree or higher
2. 5+ years’ related work experience as an administrative support professional
3. Experience supporting senior management positions

Physical and Mental Demands: 
Constantly operates a computer/smartphone/tablet.  Regularly required to maintain a stationary position, move about the office, determine what others have said or written, critical thinking and converse with others and exchange accurate information.  Regularly required to sit, stand, bend, reach, and move about the office and within the community.  May also include occasional bending, stooping, squatting, and/or pushing and pulling or moving objects.  Occasionally required to move, raise, reach and/or retrieve binders, books, boxes, and files up to ten (10) pounds.

The NDSU Foundation does not discriminate on the basis of age, color, gender expression/identity, genetic information, marital status, national origin, physical or mental disability, pregnancy, public assistance status, race, religion, sex, sexual orientation, status as a U.S. veteran, or participation in lawful activity off the employer's premises, as applicable.