Executive Assistant, University Advancement

Job description

Job Description: Who We Are Seattle Pacific University is a Christian university fully committed to engaging the culture and changing the world by graduating people of competence and character, becoming people of wisdom, and modeling grace-filled community. University Advancement supports the mission of SPU by fostering meaningful relationships with alumni, parents, donors, churches, foundations, and friends of the university. Through fundraising, donor stewardship, alumni engagement, and strategic partnerships, University Advancement helps secure the resources that support student success, academic excellence, and the long-term vitality of the university. What We Need Seattle Pacific University is seeking an experienced and highly professional Executive Assistant to provide executive administrative and operational support to the Vice President for University Advancement (VPUA) and the Office of University Advancement. The Executive Assistant position supports Seattle Pacific University’s mission by contributing to a Christ‑centered learning and working community committed to academic excellence, service, and engagement with the world. In this role, the employee brings their skills, gifts, and professional expertise to work that matters—serving students, colleagues, and the broader University community in ways that reflect SPU’s values and purpose. To that end, all University employees are required to be aligned with and supportive of SPU's Statement of Faith and its derivative policies and lifestyle expectations. This role serves as a trusted partner to the Vice President and a key representative of the Advancement Office. The Executive Assistant supports executive-level operations, donor engagement activities, trustee committee coordination, event planning, budget administration, office management, and cross-campus collaboration. The ideal candidate is exceptionally organized, relationship-oriented, and able to manage competing priorities with discretion, professionalism, and attention to detail. This position regularly interacts with university leaders, trustees, donors, alumni, faculty, staff, students, and community partners, requiring excellent communication skills and the ability to handle confidential information with sound judgment and integrity. This role offers a unique opportunity to support donor engagement, philanthropic partnerships, and university advancement initiatives while working closely with senior university leadership. This is an on-campus position based in Seattle, WA and is not eligible for remote work. What You'll Do Executive & Administrative Support Provide high-level executive administrative and operational support to the Vice President for University Advancement Manage complex calendars, scheduling, logistics, travel arrangements, and follow-up activities Prepare briefing materials, reports, presentations, meeting agendas, and correspondence Coordinate communication and collaboration between Advancement leadership and campus partners Support Advancement leadership meetings, special projects, donor engagement efforts, and departmental initiatives Donor Portfolio & Relationship Management Support Assist the Vice President in managing donor engagement activities and relationship tracking Maintain accurate records of donor interactions, meetings, communications, and follow-up actions Coordinate donor engagement logistics and stewardship activities on behalf of the Vice President Monitor donor follow-up commitments and help ensure timely completion of action items Assist in maintaining donor records and supporting donor moves-management processes Help prepare donor briefing materials, visit summaries, engagement reports, and follow-up communications Collaborate with Development and Engagement teams to support donor relationship strategies and priorities Advancement Committee & Trustee Support Coordinate logistics, meeting materials, agendas, and communications for Advancement-related Board committees and trustee engagement activities Prepare reports, presentations, and supporting materials for Board and committee meetings Attend assigned committee meetings, record minutes, track action items, and coordinate follow-up activities Maintain committee records, trustee engagement information, and governance-related documentation Support communication and logistics for trustees participating in Advancement initiatives Communication & Constituent Engagement Assist with communications and presentations for donors, alumni, churches, faculty, staff, students, and community partners Serve as a primary point of contact for inquiries directed to the Advancement Office Welcome visitors and provide exceptional customer service to internal and external constituents Coordinate communications and information sharing across Advancement teams and university leadership Respond to inquiries with professionalism, diplomacy, and sound judgment Events & Advancement Operations Coordinate planning and logistics for donor events, stewardship activities, campaign initiatives, and Advancement-sponsored gatherings Support university events involving the Vice President and Advancement leadership Partner with Facilities, Campus Dining, University Events, and other departments to support event execution Coordinate office hospitality, supplies, and event-related resources Support donor relations activities in collaboration with Development, Alumni, and Engagement teams Student Employee & Office Coordination Hire, train, schedule, and supervise student employees supporting Advancement office operations Coordinate administrative workflows and shared office processes Assist with onboarding and administrative support activities for Advancement staff Help maintain a welcoming, organized, and professional office environment Office & Financial Administration Oversee daily administrative operations for the Office of University Advancement Manage office supplies, equipment, vendor relationships, and facility-related needs Support budget tracking, expense reconciliation, purchasing card administration, and payment processing through Workday Coordinate personnel action documents, leave reporting, onboarding activities, and administrative workflows Assist with confidential projects and executive-level operational priorities What You Bring Bachelor's degree Three years of upper-level administrative, executive support, office management, or related experience (five or more years preferred) Exceptional organizational skills and attention to detail Strong written, verbal, and interpersonal communication skills Ability to manage multiple priorities and deadlines in a fast-paced environment Demonstrated ability to exercise exceptional discretion when handling confidential donor, personnel, financial, and governance-related information Professional judgment, diplomacy, and discretion when working with senior leaders and external constituents Strong customer service and relationship-building skills Ability to work independently while contributing to a collaborative team environment Proficiency with Microsoft Office Suite, including Outlook, Word, Excel, Teams, and PowerPoint Ability to work occasional evenings and flexible hours during special events and peak Advancement activities Mission Alignment: A personal commitment to Christian faith; enthusiasm for supporting SPU's mission; alignment with the University's Statement of Faith; and willingness to uphold the lifestyle standards of our Christian community Preferred Qualifications Five or more years of executive administrative support experience Experience in higher education, nonprofit organizations, fundraising, donor relations, or advancement operations Experience supporting senior executives, trustees, committees, or donor engagement activities Experience with Workday, CRM systems, event coordination, or advancement-related software platforms Experience coordinating budgets, purchasing, and administrative operations Compensation & Position Details Salary: Starting at $69,000 annually, commensurate with experience Status: Full-time, exempt Department: University Advancement Reports To: Vice President for University Advancement Location: Seattle Pacific University, Seattle, WA (on-campus position) Benefits: SPU pays employee premiums for medical, dental, and vision insurance; provides HSA/HRA contributions; contributes 7% to a retirement account with immediate vesting (as eligible); and offers a tuition discount program for employees and qualified dependents. Additional Information: How to Apply Please complete the online application through Workday and be prepared to submit the following materials: Resume Cover Letter We look forward to hearing how your unique talents and giftings make you a great fit for this role and how you can contribute to the mission of SPU!