Executive Assistant to the Vice President of Advancement

Our Mission

We in Lebanese American University Advancement harness the power of philanthropy to make an excellent education accessible and welcoming to all, and to advance LAU's global leadership in research, scholarship, artistic creation, and professional practice. To support our work, we have built—and are continuing to build—an outstanding team of dynamic, mission-driven advancement professionals who constantly strive to create an environment where everyone belongs. Where it's not just about a job, but a career and a community.

Now, as we prepare for our ambitious capital campaign "Pathway to a Sustainable Future," we are looking for an Executive Assistant to the Vice President of Advancement who will provide high-level strategic and operational support to advance LAU's global fundraising mission.

About LAU

The Lebanese American University (LAU) is a leading institution of higher education with campuses in Beirut and Byblos, and a global footprint through its New York office. LAU is entering a bold new chapter under the leadership of a dynamic new President, Dr. Chaouki Abdallah and a dedicated Board of Trustees. As we prepare for a major capital campaign, the Office of Advancement is being restructured to reflect a unified, global vision.

A newly appointed Vice President of Advancement is leading this transformation, overseeing teams in Beirut and New York and building a globally unified Advancement team that works seamlessly across borders. The focus is to enhance LAU's visibility on the global stage as an institution fostering academic excellence, investing in research that matters, creating access to our students and strengthening our global community of alumni and friends. This is a fast-paced, high-impact environment where creativity, agility, and collaboration are essential.

Position Summary

The Executive Assistant to the Vice President of Advancement will serve as a strategic partner and trusted confidant to the VP, providing comprehensive executive-level support for LAU's global advancement operations. Based in New York, this role will coordinate closely with the Executive Assistant in Beirut to ensure seamless support across time zones and continents, managing the VP's North American activities while maintaining alignment with global priorities.

This position requires exceptional organizational skills, diplomatic communication abilities, and sophisticated understanding of advancement operations in a complex, international environment. The Executive Assistant will serve as a key liaison between the VP and internal/external stakeholders, manage sensitive and confidential information with discretion, and anticipate needs to ensure the VP can focus on strategic relationship-building and fundraising leadership. The ideal candidate is proactive, culturally sensitive, and thrives in a dynamic environment that demands flexibility, precision, and collaborative problem-solving across borders.

Key Responsibilities

Executive Support & Calendar Management

• Manage the VP's complex calendar across multiple time zones, balancing priorities between New York operations, Beirut coordination, donor meetings, travel, and strategic planning.
• Coordinate closely with the Beirut-based Executive Assistant to ensure seamless scheduling and communication across the VP's global responsibilities.
• Anticipate scheduling conflicts and proactively resolve issues, ensuring optimal use of the VP's time.
• Schedule and coordinate meetings, conference calls, and video conferences with donors, board members, senior leadership, faculty, and advancement staff across continents.
• Prepare detailed briefing materials, agendas, and background information for all meetings and donor visits.
• Manage meeting logistics including room reservations, technology needs, catering, and materials preparation.
• Monitor the VP's email and communications, flagging urgent matters and drafting responses as appropriate.

North American Operations Coordination

• Serve as the primary point of contact for the VP's North American activities and operations.
• Coordinate the VP's engagement with New York-based advancement staff, ensuring effective communication and follow-through.
• Support the VP's donor cultivation and solicitation activities in North America, including coordinating meetings, site visits, and special engagements.
• Manage logistics for the VP's travel across the United States, Canada, and Latin America, including detailed itineraries, meeting schedules, and accommodation arrangements.
• Track and follow up on action items from meetings and donor visits in the North American region.

Global Coordination & Partnership with Beirut

• Partner closely with the Executive Assistant in Beirut to coordinate the VP's global activities and ensure consistent support across regions.
• Maintain regular communication with the Beirut Executive Assistant to align schedules, share information, and coordinate seamless transitions as the VP moves between regions.
• Coordinate cross-continental meetings and communications, managing time zone complexities.
• Ensure consistent documentation and follow-through on action items regardless of geographic location.
• Share responsibility for maintaining the VP's comprehensive files, contact management, and organizational systems.

Donor Relations & Event Support

• Coordinate high-level donor meetings and cultivation activities for the VP, including preparation of briefing materials and follow-up correspondence.
• Support the VP's participation in major donor events, galas, receptions, and campaign activities across North America.
• Manage guest lists and logistics for VP-hosted events and gatherings.
• Track donor engagement activities and ensure timely follow-up on commitments made during meetings.
• Coordinate with the stewardship and communications teams to ensure appropriate donor recognition and engagement.

Board & Senior Leadership Liaison

• Serve as a liaison between the VP and LAU's Board of Trustees, President's Office, and senior university leadership.
• Coordinate Board meetings, committee meetings, and trustee engagement activities in North America.
• Prepare materials for Board presentations and advancement committee meetings.
• Manage confidential board communications and documentation with discretion.

Communications & Correspondence

• Draft and edit correspondence, memoranda, reports, and presentations on behalf of the VP.
• Manage sensitive and confidential communications with professionalism and discretion.
• Screen and prioritize incoming communications, determining appropriate routing and response.
• Maintain professional relationships with key internal and external stakeholders on behalf of the VP.

Strategic Project Support

• Support special projects and initiatives as directed by the VP, including campaign planning activities and strategic planning processes.
• Conduct research and gather information to support the VP's decision-making and strategic initiatives.
• Track and monitor progress on key advancement goals and initiatives.
• Prepare reports, presentations, and briefing materials for senior leadership meetings.

Budget & Expense Management

• Process expense reports and manage budget tracking for the VP's office.
• Monitor and reconcile departmental expenses and budget allocations.
• Coordinate invoice processing and vendor payments for the New York office.

Office Management & Team Support

• Serve as a resource and liaison for the New York advancement team on matters related to the VP.
• Coordinate staff meetings, town halls, and team gatherings organized by the VP.
• Maintain organized filing systems, both physical and digital, for VP correspondence and materials.
• Ensure the VP's office runs smoothly and efficiently.

Requirements

• Bachelor's degree required.
• 5+ years of executive assistant or senior administrative experience supporting C-suite or VP-level executives, preferably in higher education, nonprofit, or complex organizational environments.
• Proven ability to manage multiple priorities in a fast-paced, dynamic environment with competing demands.
• Exceptional organizational skills and meticulous attention to detail.
• Outstanding written and verbal communication skills, with ability to draft professional correspondence and materials.
• Demonstrated ability to handle confidential and sensitive information with utmost discretion and professionalism.
• Experience working across time zones and coordinating with international colleagues.
• Sophisticated calendar management skills with ability to anticipate needs and resolve conflicts proactively.
• Strong interpersonal skills and ability to build relationships with diverse stakeholders including donors, board members, senior leadership, and staff.
• Advanced proficiency with Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) and virtual meeting platforms (Zoom, Teams).
• Experience with donor databases such as Raiser's Edge NXT preferred.
• Ability to work independently with minimal supervision while knowing when to seek guidance.
• Flexibility to work occasional evenings and weekends as needed for events and donor activities.
• Willingness to travel occasionally (up to 15%) for events and campaign activities.

Preferred Attributes

But that's not all we're looking for; we want someone who embodies our values:

• Teamwork, transparency, and mutual respect, because we value every member's contribution and know that leadership can come from anywhere.
• Integrity in how we work and how we treat one another.
• Strategic thinking and ability to anticipate needs before they arise.
• Diplomatic communication style with cultural sensitivity and emotional intelligence.
• Proactive problem-solver with a "can-do" attitude and resourcefulness.
• Grace under pressure and ability to remain calm in high-stakes situations.
• Passion for education and international philanthropy.
• Appreciation for working in a multicultural, global environment.
• Collaborative spirit and commitment to working seamlessly with colleagues across borders.
• Professional presence and ability to represent the VP and LAU with poise and confidence.
• Joy and shared appreciation for working hard toward goals that matter.

Pay: $70,000.00 - $80,000.00 per year

Benefits:

• Dental insurance
• Health insurance
• Paid time off
• Vision insurance

Work Location: In person