Executive Assistant for Alumni Relations

Boston University
Boston , Massachusetts, United States
26 Aug 2017
End of advertisement period
23 Sep 2017
Contract Type
Full Time

Tracking Code 9001/H2517

Job Description


If you want to join a dynamic, mission-driven team in the best college town in the U.S.—at a prestigious university that knows where it wants to go, and is competitive in its compensation and benefits—consider us. If you want to help bring a $1.5 billion-dollar campaign to a successful conclusion—and maybe do some of your best work as an advancement professional—consider joining our team.

 This historic effort will depend upon a dedicated, creative, and diverse staff.  Boston University’s Development and Alumni Relations’ top leadership includes outstanding individuals recruited from some of the best institutions in the world and is led by Senior Vice President Scott Nichols. 


 Alumni Relations at Boston University is a key component of the Campaign for Boston University. Responsible for connecting with, engaging, and helping foster lifetime connections with the 300,000 Boston University Alumni across the globe, Alumni Relations is the first point of contact for alums looking to reconnect or engage with their alma mater.


 The Executive Assistant for Alumni Relations has responsibility for the management and operations for the office of the Vice President of Alumni Relations. This includes the organization, planning, and communication with every department within Development and Alumni Relations.  He/she acts as a first-line representative and liaison to all internal and external constituencies, and has frequent contact with office of the Sr. Vice President, deans and other University administrators, as well as frequent contact with trustees, alumni leaders, parents and friends of the University. This role will also maintain appointment schedules for the VP and the AVP for Annual Giving, including the preparation, distribution, and coordination of reports, drafting correspondence and maintaining files.

 In this role, the Executive Assistant will provide administrative and organizational support for the office of the Vice President of Alumni Relations which includes but is not limited to maintaining calendar and scheduling appointments and meetings for the VP of Alumni Relations and the Assistant Vice President for Annual Giving. (AVP)  This includes interaction with the offices of the deans, trustees, faculty, senior University administrators as well as DAR staff, alumni leadership, alumni, donors and perspective donors. Working closely with the VP of Alumni Relations to maintain and communicate project information to the staff, this position will coordinate event logistics, staff events and assist in overall alumni events. The Executive Assistant is also required to run alumni and other management reports from the Blackbaud eCRM system, the constituency relationship management system used by Development and Alumni Relations (DAR).

 The Executive Assistant will also perform administrative duties such as: Prepare, review, edit and distribute reports, correspondence, memos, and other communication, answer and screen phone calls, field requests and questions from a wide variety of internal and external constituencies, including trustees, alumni, donors, DAR staff and University administrators, as well as create and maintain organized information storage and filing system.

 This role is also responsible for coordinating all travel arrangements, (domestic and international) for the VP and process all required reimbursements and reconciliation of travel expenses in accordance with University and DAR policy. As requested, act as the VP’s delegate for the approval of time-off/leave reports, expense reimbursements, and other requests from VP’s direct reports (4-6 staff) utilizing DAR and University systems and protocols. This role is expected to manage and maintain highly confidential departmental personnel information, alumni records, and donor information with unimpeachable integrity.

Required Skills

Candidates must have three to five years’ experience, a bachelors’ degree is preferred. Additionally, excellent written communications, clerical skills, collaboration, and project management skills are required.  Superb organizational and customer service skills are requirements to be successful, and a willingness to become a subject matter expert in Microsoft Office is essential. Strong computer, organizational and interpersonal skills are required, as well as the ability to prioritize the workload. The selected candidate must be able to handle confidential material responsibly and interact professionally with a wide spectrum of individuals.

 Play a leading role in BU’s $1.5 Billion campaign, and join us today.

 Boston University is an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability status, protected veteran status, or any other characteristic protected by law.

Job Location Boston , Massachusetts, United States

Position Type Full-Time/Regular