What are the responsibilities and job description for the Executive Assistant position at The Ohio State University?
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Welcome To The Ohio State University's Career Site. We Invite You To Apply To Positions Of Interest. In Order To Ensure Your Application Is Complete, You Must Complete The Following
Executive Assistant
Department
Advancement | Development Principal Gifts
Position Overview
Working in support of the Principal Gifts Team, the Executive Assistant is responsible for providing professional front-line administrative support for multiple senior leaders; proactively reviews, coordinates, maintains and prioritizes complex schedules and visits; proactively plans for meeting needs including agendas, briefings, and other written materials; arranges and coordinates travel plans, including mileage; submits reimbursements and other financial paperwork, including requisition authorizations; screens and handles sensitive or complex inquiries; interfaces with a variety of people including major donors, volunteers, university leadership, faculty, staff, and general public; creates and maintains reports and records; types technical and/or confidential materials; records and transcribes minutes; maintains and safeguards donor contribution records of a highly confidential nature.
The Executive Assistant is expected to be able to effectively manage multiple priorities and competing time demands and provide exceptional customer service, be a self-starter, have excellent organizational, interpersonal, written and verbal communication skills, and the ability to work as a part of a team in a fast-paced, strategic environment.
All members of Advancement are part of creating an inclusive culture that inspires an exceptionally diverse and talented team and are measured on their adherence to the following core competencies: leadership, continuous improvement, teamwork and collaboration, and communication/interpersonal effectiveness. All members are also expected to exhibit The Ohio State University’s Shared Values which include Excellence and Impact, Diversity and Innovation, Inclusion and Equity, Care and Compassion, and Integrity and Respect.
Department Overview
The Office of Principal Gifts works to identify, steward, and cultivate donors and prospects capable of making individual gifts of $5 million or more. Partnering with colleges and units, the Principal Gifts Team works to translate and shape big, fundable ideas into transformational giving opportunities. The team drives the creation of informed, long-range strategies for principal level prospects, honoring their passions and respecting their multiple interests, bridging external interests with institutional need, and allowing our donors to stretch their philanthropic partnership with The Ohio State University. The Principal Gifts team engages, cultivates, solicits, and stewards the University’s top prospects in collaboration with the President, the Provost, the Senior Vice President for Advancement, the Deans and Faculty, and our Advancement colleagues.
Duties And Responsibilities
60%
Provides daily administrative support to multiple senior leaders of the Principal Gift Team; assists with administrative tasks related to Advancement’s ticket allotment of the University Football Suite; supports Principal Gift team in planning engagement opportunities related to university leadership (assist with itineraries, travel arrangements, reservations, gifts, etc.); oversees TAS entry and data management for leadership events on behalf of the Principal Gifts Team; processes Workday expense reports and assists with management of Principal Gifts budget; coordinates calendar for Executive Director of Principal Gifts and meeting prep and follow-up; manages and processes confidential and sensitive correspondence; records, transcribes minutes and distributes appropriately; organizes and prepares agendas and itineraries; develops power point presentations; anticipates, researches, and prepares materials for internal and external meetings; maintains and safeguards donor contribution records of a highly confidential nature; arranges and coordinates all travel plans including complex donor-centered activities and travel; prepares special reports relative to various aspects of Principal Gifts activities and programs.
30%
Researches and resolves issues and problems; assesses inquiries and concerns directed to the AVP determining course of action and delegating to appropriate person to manage; uses substantial judgement and independent decision making; responds to routine inquiries from donors and staff; serves as liaison to key university and medical center officials; provides information to major donors, high-level volunteers, university and medical center officials and administrators, faculty, staff, visitors and general public; prepares and submits reimbursement of expenses; conveys directives and sensitive information as appropriate; collects, compiles, analyzes, develops and summarizes statistical data and reports.
10% - Miscellaneous
Completes special projects and performs other duties as assigned.
Required Qualifications
Commitment to Inclusion
The Office of Advancement is committed to active allyship in addressing and dismantling the inequities created by systemic racism and implicit, long-held bias. We pledge to act with kindness, respect, and integrity at all times; trust ourselves and our colleagues and empower their whole identities; and hear and see our colleagues’ ideas, voices, and perspectives, acknowledging that we are better together.
You Need to Know
Aside from the unparalleled benefits of working for The Ohio State University and working in the diverse, smart, enjoyable, and growing city of Columbus, Ohio, this opportunity will provide exceptional rewards that arise from working for an institution doing worldwide life-changing teaching and research. Learn more here: https://hr.osu.edu/careers/.
In accordance with the Disaster Preparedness and University State of Emergency Policy 6.17 this position has been designated as a standby position.
Additional Information
To learn more about the Office of Advancement, please visit advancement.osu.edu.
The budget for this position is up to $26.44 per hour. The offer for this position will be based on internal equity and the candidate's qualifications.
Function: Business Planning and Operations
Sub-function: Administrative Assistance
Career Band: Individual Contributor - Specialized
Career Level: S1
Location:
University Square North (1031)
Position Type
Regular
Scheduled Hours
40
Shift
First Shift
Final candidates are subject to successful completion of a background check. A drug screen or physical may be required during the post offer process.
Thank you for your interest in positions at The Ohio State University and Wexner Medical Center. Once you have applied, the most updated information on the status of your application can be found by visiting the Candidate Home section of this site. Please view your submitted applications by logging in and reviewing your status. For answers to additional questions please review the frequently asked questions.
The Ohio State University is an equal opportunity employer.
All qualified applicants will receive consideration for employment without regard to age, ancestry, color, disability, ethnicity, gender identity or expression, genetic information, HIV/AIDS status, military status, national origin, race, religion, sex, gender, sexual orientation, pregnancy, protected veteran status, or any other basis under the law.
Applicants are encouraged to complete and submit the Equal Employment Identification form.
Current Employees And Students
If you are currently employed or enrolled as a student at The Ohio State University, please log in to Workday to use the internal application process.
Welcome To The Ohio State University's Career Site. We Invite You To Apply To Positions Of Interest. In Order To Ensure Your Application Is Complete, You Must Complete The Following
- Ensure you have all necessary documents available when starting the application process. You can review the additional job description section on postings for documents that may be required.
- Prior to submitting your application, please review and update (if necessary) the information in your candidate profile as it will transfer to your application.
Executive Assistant
Department
Advancement | Development Principal Gifts
Position Overview
Working in support of the Principal Gifts Team, the Executive Assistant is responsible for providing professional front-line administrative support for multiple senior leaders; proactively reviews, coordinates, maintains and prioritizes complex schedules and visits; proactively plans for meeting needs including agendas, briefings, and other written materials; arranges and coordinates travel plans, including mileage; submits reimbursements and other financial paperwork, including requisition authorizations; screens and handles sensitive or complex inquiries; interfaces with a variety of people including major donors, volunteers, university leadership, faculty, staff, and general public; creates and maintains reports and records; types technical and/or confidential materials; records and transcribes minutes; maintains and safeguards donor contribution records of a highly confidential nature.
The Executive Assistant is expected to be able to effectively manage multiple priorities and competing time demands and provide exceptional customer service, be a self-starter, have excellent organizational, interpersonal, written and verbal communication skills, and the ability to work as a part of a team in a fast-paced, strategic environment.
All members of Advancement are part of creating an inclusive culture that inspires an exceptionally diverse and talented team and are measured on their adherence to the following core competencies: leadership, continuous improvement, teamwork and collaboration, and communication/interpersonal effectiveness. All members are also expected to exhibit The Ohio State University’s Shared Values which include Excellence and Impact, Diversity and Innovation, Inclusion and Equity, Care and Compassion, and Integrity and Respect.
Department Overview
The Office of Principal Gifts works to identify, steward, and cultivate donors and prospects capable of making individual gifts of $5 million or more. Partnering with colleges and units, the Principal Gifts Team works to translate and shape big, fundable ideas into transformational giving opportunities. The team drives the creation of informed, long-range strategies for principal level prospects, honoring their passions and respecting their multiple interests, bridging external interests with institutional need, and allowing our donors to stretch their philanthropic partnership with The Ohio State University. The Principal Gifts team engages, cultivates, solicits, and stewards the University’s top prospects in collaboration with the President, the Provost, the Senior Vice President for Advancement, the Deans and Faculty, and our Advancement colleagues.
Duties And Responsibilities
60%
Provides daily administrative support to multiple senior leaders of the Principal Gift Team; assists with administrative tasks related to Advancement’s ticket allotment of the University Football Suite; supports Principal Gift team in planning engagement opportunities related to university leadership (assist with itineraries, travel arrangements, reservations, gifts, etc.); oversees TAS entry and data management for leadership events on behalf of the Principal Gifts Team; processes Workday expense reports and assists with management of Principal Gifts budget; coordinates calendar for Executive Director of Principal Gifts and meeting prep and follow-up; manages and processes confidential and sensitive correspondence; records, transcribes minutes and distributes appropriately; organizes and prepares agendas and itineraries; develops power point presentations; anticipates, researches, and prepares materials for internal and external meetings; maintains and safeguards donor contribution records of a highly confidential nature; arranges and coordinates all travel plans including complex donor-centered activities and travel; prepares special reports relative to various aspects of Principal Gifts activities and programs.
30%
Researches and resolves issues and problems; assesses inquiries and concerns directed to the AVP determining course of action and delegating to appropriate person to manage; uses substantial judgement and independent decision making; responds to routine inquiries from donors and staff; serves as liaison to key university and medical center officials; provides information to major donors, high-level volunteers, university and medical center officials and administrators, faculty, staff, visitors and general public; prepares and submits reimbursement of expenses; conveys directives and sensitive information as appropriate; collects, compiles, analyzes, develops and summarizes statistical data and reports.
10% - Miscellaneous
Completes special projects and performs other duties as assigned.
Required Qualifications
- Bachelor’s degree or equivalent education and experience
- Proven experience with MS Office suite
- One (1) year experience in an administrative support or customer service role
- Experience working in a large university and/or Medical Center setting
- Knowledge of Ohio State University policies, procedures and systems
- Experience supporting an Executive level leader
- Previous experience with managing electronic calendars and scheduling for Senior Leaders
- Previous experience working in an Advancement setting
- Previous experience using Workday
Commitment to Inclusion
The Office of Advancement is committed to active allyship in addressing and dismantling the inequities created by systemic racism and implicit, long-held bias. We pledge to act with kindness, respect, and integrity at all times; trust ourselves and our colleagues and empower their whole identities; and hear and see our colleagues’ ideas, voices, and perspectives, acknowledging that we are better together.
You Need to Know
Aside from the unparalleled benefits of working for The Ohio State University and working in the diverse, smart, enjoyable, and growing city of Columbus, Ohio, this opportunity will provide exceptional rewards that arise from working for an institution doing worldwide life-changing teaching and research. Learn more here: https://hr.osu.edu/careers/.
In accordance with the Disaster Preparedness and University State of Emergency Policy 6.17 this position has been designated as a standby position.
Additional Information
To learn more about the Office of Advancement, please visit advancement.osu.edu.
The budget for this position is up to $26.44 per hour. The offer for this position will be based on internal equity and the candidate's qualifications.
Function: Business Planning and Operations
Sub-function: Administrative Assistance
Career Band: Individual Contributor - Specialized
Career Level: S1
Location:
University Square North (1031)
Position Type
Regular
Scheduled Hours
40
Shift
First Shift
Final candidates are subject to successful completion of a background check. A drug screen or physical may be required during the post offer process.
Thank you for your interest in positions at The Ohio State University and Wexner Medical Center. Once you have applied, the most updated information on the status of your application can be found by visiting the Candidate Home section of this site. Please view your submitted applications by logging in and reviewing your status. For answers to additional questions please review the frequently asked questions.
The Ohio State University is an equal opportunity employer.
All qualified applicants will receive consideration for employment without regard to age, ancestry, color, disability, ethnicity, gender identity or expression, genetic information, HIV/AIDS status, military status, national origin, race, religion, sex, gender, sexual orientation, pregnancy, protected veteran status, or any other basis under the law.
Applicants are encouraged to complete and submit the Equal Employment Identification form.
Salary : $26
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