Executive Assistant to the Vice President for Advancement

Join our vibrant community of dedicated faculty and staff who work to create a transformative educational experience rooted in faith, reason, and justice.

Eastern University is a nationally-recognized Christian university enrolling approximately 9,000 students in a wide array of undergraduate, graduate, professional, and seminary programs. The university’s main campus is located in St. Davids, PA, with many programs also offered online. Eastern’s core values of Faith, Reason, and Justice are woven into all of its educational offerings. Through dynamic programs, a vibrant campus community, and meaningful service learning opportunities, Eastern University is committed to providing students with transformative, accessible, and affordable education.

Position Description:

The Executive Assistant to the Vice President for Advancement provides high-level administrative, operational, and project management support to the University’s chief advancement officer. This individual serves as the primary point of coordination for the Advancement Division, ensuring smooth day-to-day operations across fundraising, donor relations, alumni engagement, and advancement services.

The position requires exceptional organizational skills, a high degree of professionalism, and absolute discretion with confidential executive, donor, and financial information. The role requires the ability to thrive in a fast-paced, deadline-driven environment under the direction of a high-energy executive. The ideal candidate is a proactive problem-solver who embraces productivity technology, demonstrates comfort learning new software platforms (including fundraising CRM systems and AI-powered tools), and anticipates needs before they arise.

As the advancement profession increasingly integrates data analytics, digital engagement platforms, and AI-driven workflows, this position is designed to evolve toward higher-level project coordination, technology adoption, and strategic support, ensuring the Division remains at the forefront of institutional fundraising excellence.

Position Responsibilities:

A. Executive & Administrative Support:

1. Provides comprehensive administrative support to the Vice President for Advancement, including complex calendar management, meeting coordination, travel arrangements, and correspondence.

2. Manages the daily operations, systems, procedures, schedules, and workflow of the Vice President’s office, serving as the primary gatekeeper and first point of contact for internal and external constituents.

3. Coordinates and prepares materials for meetings, including agendas, briefing documents, donor profiles, and follow-up action items; records and distributes minutes as requested.

4. Handles all purchasing, expense reimbursements, invoice processing, and credit card reconciliation for the Advancement Division.

5. Manages confidential donor, financial, and campaign information with the highest level of discretion and professionalism.

6. Represents the Vice President’s office on institutional committees and at university events as requested.

7. Prepares administrative reports, dashboards, and presentation materials that support decision-making and strategic planning.

B. Advancement & Fundraising Operations:

8. Learns and actively supports the Division’s fundraising CRM platform (currently Virtuous), including data entry, report generation, pipeline tracking, and donor record maintenance.

9. Assists in preparing campaign materials, gift proposals, donor correspondence, acknowledgment letters, and stewardship communications.

10. Coordinates logistics for donor meetings, cultivation events, fundraising dinners, alumni gatherings, and advancement-related programs.

11. Supports the Vice President in tracking and advancing the major and principal gift pipeline, including scheduling donor visits, preparing briefing packets, and documenting meeting outcomes.

12. Assists with the preparation and submission of grant applications and related reporting as directed.

13. Helps coordinate the work of advancement team members, facilitating communication and project timelines across fundraising, alumni relations, and advancement services functions.

C. Technology, Productivity & Communications:

14. Embraces and adopts emerging productivity technologies, including AI-powered tools, to improve office workflows, communication, scheduling, and data management.

15. Maintains and updates the Advancement Division’s web presence, internal communications, and digital content as directed.

16. Assists in the creation and distribution of division newsletters, impact reports, and donor-facing publications.

17. Evaluates the effectiveness of office processes and technologies, recommending improvements to enhance efficiency and service quality.

18. Provides logistical and communications support for advancement events, board meetings, and campaign committee gatherings.

D. Institutional Citizenship:

19. Attends Advancement Division and university-wide meetings and events as required.

20. Embodies values of caring and compassion, justice and integrity, competence and affirmation consistent with Eastern University’s Christ-centered mission.

21. Seeks to treat each member of the campus community with fairness, dignity, and respect, fostering a spirit of unity and harmony in pursuit of the University’s common mission.

22. Completes other duties as assigned by the Vice President for Advancement.

Status:

Staff, full-time, 40 hours per week, 12 months per year, exempt, salaried.

Qualifications:

Education & Experience:

• Bachelor’s degree required; administrative experience in higher education, nonprofit, or advancement/development settings strongly preferred.
• Experience supporting a senior executive in a fast-paced, high-accountability environment preferred.

Technology & Productivity:

• Strong proficiency with Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and Google Workspace required.
• Demonstrated comfort learning new software platforms quickly; willingness and ability to learn fundraising CRM systems (e.g., Virtuous, Raiser’s Edge, Salesforce) and related advancement technologies.
• Interest in and aptitude for adopting AI-driven productivity tools, workflow automation, and emerging digital platforms to improve office efficiency.
• Ability to develop and maintain databases, spreadsheets, and reporting dashboards.

Professional Competencies:

• Exceptional organizational skills with a strong ability to prioritize, multitask, and manage competing deadlines in a demanding, fast-paced environment.
• Excellent verbal, written, and interpersonal communication skills, with the ability to engage professionally with donors, board members, alumni, and senior administrators.
• Maintain the strictest level of confidentiality at all times, both within and outside the University.
• Safeguard all data across systems, documents, and conversations.
• High emotional intelligence, discretion, and sound judgment when handling confidential and sensitive information.
• Proactive, self-directed work style with the ability to anticipate needs, take initiative, and work independently with minimal supervision.
• Strong attention to detail and commitment to accuracy in all work products.
• Ability to thrive under the direction of a high-energy executive, adapting to shifting priorities while maintaining composure and quality.
• Willingness to learn fundraising principles, donor relations practices, and advancement operations.
• An understanding of and heartfelt support for Eastern University’s Christ-centered mission.

About Eastern University

Eastern University is a Christian university of the arts and sciences that integrates faith, reason and justice for students in its undergraduate, graduate, seminary, urban, professional and international programs. Applicants should have a Christian commitment compatible with its mission and be willing to support the mission and vision of the university. The university complies with federal and state guidelines of nondiscrimination in employment; members of protected classes encouraged to apply.

Background Checks

Standard University employees are required to complete the background clearance process. Employment is contingent upon the successful results of an employment background screening. The employment background screening may include but is not limited to your consumer credit history (for positions that work with the university finances or alumni funds only), verification of education and professional credentials, criminal history, driving history, residency, immigration status, performance, references, and other qualities pertinent to your qualifications for the following position.

Youth Clearances are required for positions with direct contact with children and essential personnel positions. Employees working with or around minor age children are required to complete the youth clearance process which includes the following four child protection clearances:

1) Affidavit;

2) FBI Criminal Record Check;

3) Pennsylvania Department of Human Services Child Abuse History Clearance and;

4) Pennsylvania State Police Criminal Record Check.

In accordance with state laws, Act 73 of 2007, Act 153 of 2014, Act 168 (relating to the Child Protective Services Law), school employees of Eastern University who will have "direct contact with children" must complete the background check process prior to employment. Results must be submitted within ten days of receipt.

Description Disclaimer

This description is intended to describe the general level and nature of work performed by the person/people assigned to this position. It is not to be construed as an exhaustive list of duties and responsibilities of the person/people so assigned.

For all positions: Applicants must be authorized to work in the U.S. We are unable to sponsor or take over sponsorship of an employment Visa at this time.

Statement of Non-Discrimination

Eastern University is committed to the principles of equal opportunity as defined under federal and state law, and does not discriminate unlawfully on the basis of race, gender, sexual orientation, color, creed, disability, national/ethnic origin, age, disabled veteran/Vietnam-era, Genetic Information and Nondiscrimination Act (GINA), or veteran status in its admission policy, program, or activities, educational policies, scholarship and loan programs, athletic and other University-administered programs, or employment practices and programs.

EmployerEastern UniversityAddress1300 Eagle Road

St. Davids, Pennsylvania, 19087Phone610-341-5986
Websitehttp://www.eastern.edu

Pay: $49,698.00 - $59,074.00 per year

Benefits:

• 401(k)
• Dental insurance
• Employee discount
• Health insurance
• Life insurance
• Paid time off

Work Location: In person