Executive Assistant, Development and Alumni

This Executive Assistant position supports the Development and Alumni portfolio by managing executive calendars, providing comprehensive administrative and operational support, and serving as a liaison with donors and community leaders. Key responsibilities include preparing correspondence, coordinating meetings and events, and managing sensitive information with discretion. Applicants require a post-secondary certificate in office administration and a minimum of 5 years of executive-level support experience, including strong communication, organizational, and problem-solving skills.

• Provide strategic calendar management for portfolio leaders, balancing meetings with focused work time, applying sound judgment on priorities, participants, and timing, and maintaining flexibility to respond to rapidly changing agendas.
• Deliver comprehensive administrative and operational support, including management of correspondence, information flow, meeting requests, travel arrangements, and day to day financial tasks.
• Provide expense support by preparing, submitting, reconciling, and tracking expense claims and related documentation in accordance with University policies and timelines.
• Prepare high quality correspondence, briefing notes, presentations, meeting packages, and collateral materials that are accurate, timely, and tailored to stakeholder audiences.
• Serve as a trusted liaison for Development and Alumni leaders, supporting strategic relationship building with donors, prospects, business and community leaders, faculty, senior administrators, board members, and all levels of government.
• Coordinate high profile meetings and events, ensuring appropriate participation, logistics, preparation, scheduling, room and equipment bookings, catering, and travel arrangements as required.
• Provide IT inventory support for the unit by coordinating requests, tracking assigned devices and peripherals, maintaining inventory records, supporting onboarding/offboarding technology needs, and liaising with IT coordinators to resolve issues and ensure appropriate access and equipment readiness.
• Provide supply chain support by coordinating procurement and purchasing activities, liaising with vendors and campus partners, and supporting invoice follow-up and documentation to enable timely payment and accurate recordkeeping.
• Manage a high volume of sensitive interactions via phone, email, virtual platforms, and in person with professionalism, discretion, tact, and sound judgment.
• Work collaboratively with Executive Assistants and Coordinators across portfolios to ensure seamless workflows, unified administrative practices, and continuous office coverage, including: Coordinating schedules, planned time off, remote work exceptions, and workload coverage.
• Proactively identifying and addressing coverage risks or shifting priorities.
• Supporting shared administrative responsibilities such as greeting visitors, monitoring shared inboxes, and responding to time sensitive requests.
• Maintaining a consistent in office presence aligned with leadership and operational needs.
• Coordinating schedules, planned time off, remote work exceptions, and workload coverage.
• Support special projects and initiatives by interpreting information, attending meetings as required, and contributing to effective execution.
• Maintain and support the Blackbaud CRM database, including entering and interpreting contact reports, managing donor and prospect records, and ensuring information is accurate, current, and compliant with FOIP and ethical fundraising standards.
• Manage the flow of critical donor documentation (e.g., gift agreements, terms of reference, cheques, designation forms) between donors, Development and Alumni, and University leadership
• process donations and designations as required to support sound fiscal management.
• Prepare and distribute gift and engagement acknowledgement correspondence and ensure stakeholders have up to date information on key relationships.
• Represent Development and Alumni leadership with professionalism, discretion, courtesy, and composure in all interactions.

• Ability to work independently
• Strong interpersonal skills
• A post-secondary certificate in office administration.
• Minimum of 5 years of experience providing executive level support.
• Superior written and oral communication skills including the ability to prepare relevant documentation and correspondence with accuracy and thoroughness.
• Strong organizational, analytical, problem-solving and research skills.
• Proven ability to work collaboratively with senior executives/administrators and with team members from a variety of disciplines.
• Expertise in tailoring strategic communications key messaging to specific stakeholder audiences.
• Ability to work well under pressure in a complex environment with competing deadlines
• superior time management skills.
• ability to act decisively and to exercise a high degree of initiative and judgment.
• Ability to work discreetly, understanding the need for discretion with confidential materials.
• proven ability to demonstrate professionalism, discretion, courtesy, and respect in all interactions.
• Ability to produce time-sensitive documents/correspondence within tight deadlines.
• Superior knowledge of Microsoft Office Applications (Word, Outlook, Excel, PowerPoint, SharePoint, Teams, etc.)
• proven ability to acquire a high-level understanding of business systems.