Part Time - Executive Assistant - Institutional Advancement

Aquinas College is accepting applications for Part Time - Executive Assistant - Institutional Advancement 

Aquinas College, located in Grand Rapids, Michigan, an inclusive educational community rooted in the Catholic Dominican tradition, provides a liberal arts education with a global perspective, emphasizing career preparation focused on leadership, service to others, and a lifelong passion for learning. Aquinas offers an inclusive and welcoming environment. Aquinas College is committed to recruiting talented and diverse faculty and staff who are capable of exposing its students to a wide range of cultures and perspectives and whose presence on the campus will enhance the diversity of the community in which the College resides.

Summary and Purpose:

This position acts as executive assistant and provides support to the Vice President for Institutional Advancement in all aspects of daily activities, including planning and reporting; works as part of a team to complete special projects that further the goals of Institutional Advancement, including project-based work that establishes a strong and efficient office to support the department and advance the mission of the College. This is currently a part time position with future potential for full time employment. 

Essential Job Functions:

• Collaborates with team members to create and implement effective processes that ensure the smooth operation of the Institutional Advancement team and support the Vice President in a highly professional and efficient manner.
• Works closely with the President’s Office and Institutional Advancement team to oversee the Vice President's scheduling, travel logistics, expense management, correspondence, CRM data entry, and regular communications.
• Tracks key meetings with high-priority prospects, preparing detailed prospect profiles for the President, Vice President, and key volunteers to ensure readiness and alignment.
• Develops and distributes weekly task lists and thank-you call lists for the President, Vice President, and key volunteers, ensuring timely follow-up on donor relations.
• Organizes and supports meetings, presentations, and reports for committees connected to the Vice President’s work.
• Provides project management and event support, coordinating logistics and resources to ensure successful execution of events and key projects led by the Vice President.
• Serves as a central resource to the Institutional Advancement office, handling general email and phone inquiries, and managing event registration correspondence.
• Processes donations and pledges, managing the generation of acknowledgment letters, pledge reminders, and annual giving summaries to ensure accurate and timely donor communications.
• Maintains and updates constituent records in the database, including importing and generating lists for alumni, donors, and parents, while ensuring data accuracy and integrity.
• Oversees special projects as assigned, adapting to various emerging priorities and tasks.
• Performs additional duties as needed, contributing to the overall success of the Institutional Advancement team.

Knowledge, Skills and Education Requirements:

• Bachelor’s degree or equivalent experience preferred.
• 3 years of experience in administrative support roles, ideally working with senior leadership.
• Exceptional organizational skills and attention to detail, with the ability to prioritize tasks and manage multiple projects simultaneously.
• Demonstrated ability to provide high-level customer service in a collaborative environment.
• Excellent written and verbal communication skills, including experience drafting and editing high-level correspondence, proposals and presentations.
• Proficiency in Google Suite, Microsoft Office Suite, Project Management and CRM systems (preferably Basecamp, Blackbaud NXT or similar platforms).
• Experience with event coordination and project management, including logistical planning and execution.
• Experience in fundraising, including familiarity with donor relations, gift processing, and stewardship practices preferred.
• Strong interpersonal skills, with professionalism and discretion when handling confidential matters.

Aquinas College has a long-standing commitment to equal opportunity and a work environment which is free of unlawful harassment or discrimination. Aquinas College provides equal employment opportunities without regard to race, color, religion, sex (including pregnancy), sexual orientation, gender identity, national origin, age, disability, marital status, veteran or active duty military status, familial status, height, weight, genetic information or any other status protected by applicable law.