Provide high-level, confidential support to the Vice President of Advancement and Communications in managing the College’s outreach and fundraising programs and activities. Oversee complex scheduling and calendar management, provide administrative support for projects involving current and potential donors and trustees, develop presentation materials, provide general organizational assistance, coordinate travel itineraries and appointments with donors, and prepare correspondence and collateral materials for special projects as needed. The Executive Assistant will have frequent contact with members of the Board of Trustees, senior administrators, volunteer committee members and leaders, as well as alumni, parents, and major donors.

Essential Functions: 

• Provide direct, confidential support to the Vice President for Advancement and Communications.
• Manage the Vice President’s calendar and contacts.
• Draft correspondence as on behalf of the Vice President and other members of leadership as requested, including editing and processing of correspondence
• Facilitate travel arrangements (including international travel) and prepare briefing materials for the VP and other documents for review and/or distribution
• Monitor email and voice mail, screen phone messages and ensure that calls are returned in a timely fashion.
• Prepare materials for meetings and committees including President’s Cabinet, Trustee Development Committee, Parent Leadership Council, Alumni Board, Campaign Committee, and other commitments as necessary.
• Provide administrative support for projects as requested, including those involving current and potential donors.
• Create presentation and collateral materials for special projects and presentations by the Vice President.
• Provide support to the Vice President in staffing the Trustee Development Committee and the Nominating and Governance Committee.  Prepare and distribute agendas and related information, coordinate materials for inclusion in Trustee agenda booklets, take minutes, and keep all records of Trustee Development Committee proceedings, maintain calendar of meetings and other important deadlines. Anticipate next steps and assist with strategy development based on meetings and information shared by Vice President and trustees.
• Track Trustee nominations and ensure nominees are being vetted and moved along the qualification and approval process in a timely fashion.
• Coordinate personnel records, including job descriptions, performance reviews, and hire letters.  Maintain a calendar of important personnel-related deadlines and in collaboration with the Office of Human Resources ensure compliance with all necessary rules and regulations.  Provide assistance, as requested, with preparing performance reviews, annual salary letters, updates to college directories and catalog.
• Assist with the maintenance and distribution of internal directories, list serves and VIP lists.  Ensure that the President’s staff and College Advancement and Communications are provided with updated information on trustees and major donors. Provide assistance in processing complete and meaningful contact reports in a timely fashion and work with the Advancement Services team to ensure integrity between Trustee/VIP/major donor lists and information provided on Raiser’s Edge.
• Prepare agendas for leadership meetings and all-staff meetings, tracking relevant action items and deadlines. Provide support to members of the College Advancement and Communications leadership team.
• Maintain extensive knowledge about Advancement and Communications’ activities so as to best represent the standards and priorities of the office and the College in all contacts with constituents.
• Track and follow-up on commitments made by the Vice President; provide reminders, prepare materials, gather data needed for decision-making, schedule progress-report meetings, etc.
• Provide event planning support for division-wide retreats, VIP receptions and other high-level events, as required. Prepare event briefings for Vice President, President, and other members of leadership.
• Perform other duties as assigned.

Work Hours:

This is a full-time position working 40 hours per week, 12 months per year. The regular hours for this position are 8:30 am to 5:30 pm, Monday through Friday.  These hours may vary due to needs of the College or department.

Required Knowledge, Skills and Abilities: 

The individual must possess knowledge, skills and ability to be able to successfully perform the essential functions of the position or be able to explain or demonstrate how the essential functions will be performed, with or without reasonable accommodation, using some other combination of skills and abilities.

• Excellent communication skills, both orally and in writing.
• Excellent organizational skills.
• Excellent computer skills including a familiarity with a wide range of software packages, particularly Microsoft Office.
• Ability to be effective within a diverse population of constituents including alumni, parents, trustees, students, faculty, staff, and other friends of the College.
• Commitment to liberal arts education and to cultural diversity.
• Strong understanding of the College’s institutional objective and the ability to communicate these to constituents with purpose and enthusiasm.

Education/Experience: 

Bachelor’s degree, or any combination of education and experience that provides the required knowledge, skills and abilities. Minimum of four years of related high-level administrative experience in a College setting.

Application Materials: 

• Cover Letter: Indicate your reason for interest in this position, describe how your qualifications make you an ideal candidate, and explain which of Pitzer’s core values best relates to your own.
• Resume: List relevant qualifications and dates of experience.
• Professional References: References will be contacted for select applicants and advance notice will be provided. Provide the names of at least three (3) individuals who can speak to your professional qualifications. Include their business titles, contact information and an indication of how you are acquainted with them (e.g., former supervisor, coworker, etc.).

Covid-19 Vaccination:

Pitzer College has mandated the COVID-19 vaccination for all employees.  New employees are required to show proof of full vaccination, including booster, against COVID-19 or request a Pitzer College approved medical or religious exemption on or before their first day of employment.

Equal Employment Opportunity and Non-Discrimination:

Pitzer College adheres to both the letter and the spirit of Equal Employment opportunity and Affirmative Action. It does not discriminate on the basis of race, color, creed, religion, national or ethnic origin, sex, gender, age, sexual orientation, marital status, pregnancy, disability, medical condition, or veteran status, in the administration of its admission policies, educational policies, scholarship and loan programs, athletic and other College-administered programs, and employment policies. Pitzer strongly encourages candidates from underrepresented groups to apply.