What are the responsibilities and job description for the Executive Assistant to the Vice President of Development position at Charleston Southern University?
Executive Assistant to the Vice President of Development
Charleston Southern University
Position Overview
The Executive Assistant to the Vice President of Development plays a pivotal role in supporting the day-to-day operations of the Development Office. This position serves as the primary liaison for internal and external communications, manages complex scheduling and travel logistics, and ensures the efficient handling of gifts, reports, and correspondence. The Executive Assistant also assists in event planning, financial documentation, and team coordination, acting as a central hub for both administrative tasks and special projects.
Key Responsibilities
- Serve as primary point of contact for incoming phone calls, mail, guests and development office email inquiries.
- Assist Vice President in: organizing travel, scheduling meetings and appointments, updating database activity, monthly P-Card close out, and answering office phone line
- Create and distribute assigned Development Office reports (weekly gift reports, prospect management reports, and metrics report)
- Review and organize presidential correspondence
- Receive and record all incoming gifts and contributions in the daily gift log
- Maintain office Purchasing Card and create Purchase Requisitions
- Organize and purchase all types of supplies for office
- Coordinate new and renewed commitment reminders and acknowledgments (BOV, Campaign, etc)
- Organize football hospitality for Board of Visitors members and assist in hospitality planning for the President’s Box
- Assist with the hiring, training, and supervising office work-study personnel
- Support all Development Office staff in:
- Setting appointments, lunches, and meetings
- All office mail-outs, scanning and special events (including managing replies, invitations, and check-in)
- Creating, organizing, and sending pledge reminders
- Understanding the department’s gift processing, database management, and stewardship protocol and assist as necessary
- Assists with other office administrative items such as, travel reimbursements and petty cash.
Required Skills and Attributes
- Excellent attention to detail in processing reports, correspondence, and financial documents
- Professional and courteous verbal and written communication
- Ability to manage incoming inquiries via phone, email, and mail
- Competency in Microsoft Office Suite (especially Excel and Outlook)
- Experience creating and maintaining reports (e.g., gift reports, metrics)
- High level of discretion and confidentiality
- Ability to multitask and prioritize in a fast-paced environment
- Proactive, resourceful, and flexible with evolving responsibilities
Application Process
Interested candidates should submit a resume, cover letter (if available), and faith statement and answer all mandatory application questions. Applications will be reviewed on a rolling basis until the position is filled.
About CSU
Located near historic Charleston, South Carolina, Charleston Southern University is a comprehensive institution offering a liberal arts curriculum to over 3,600 students and offers over 60 majors and graduate programs in Education, Business, Criminal Justice, and Nursing. The mission of the University is “promoting academic excellence in a Christian environment,” and the vision is to be a Christian University nationally recognized for integrating faith in learning, leading and serving. Charleston Southern has nationally accredited programs in nursing, business, education, music and athletics, and a budget of approximately $60 million. Affiliated with the South Carolina Baptist Convention, Charleston Southern employs faculty and staff who are professing Christians. For more information about the University, please visit www.charlestonsouthern.edu.
Charleston Southern University is an Equal Opportunity Employer
This job description is not designed to contain a comprehensive listing of activities, duties or responsibilities that are required of the employee. Other duties, responsibilities and activities may change or be assigned at any time with or without notice.
Charleston Southern University is a Christian university and tobacco-free campus. We do not illegally discriminate on the basis of race, age, color, national or ethnic origin, disability, sex, religion, genetic information, veteran or military status, or any other basis on which the University is prohibited from discrimination under local, state or federal law, in its employment or in the provision of its services, including but not limited to its programs and activities, admissions, educational policies, scholarship and loan programs, and athletic and University-administered programs. In order to fulfill its purpose, the University may discriminate on the basis of religion in employment. The University has been granted exemption from certain regulations promulgated under Title IX of the Education Amendments of 1972 which conflict with the University’s religious tenets and core values.
