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Executive Assistant and Project Manager to the Vice President for Philanthropy & Engagement

Hope College • Holland, MI • 7h ago

Position Title Executive Assistant and Project Manager to the Vice President for Philanthropy & Engagement

Classification Title Administrative Full Time (.75-1.0 FTE)

Benefits Eligibility

Department Philanthropy & Engagement

Job Description

Position Overview

The Executive Assistant and Project Manager to the Vice President for Philanthropy & Engagement reports directly to the Vice President and serves as a trusted partner in advancing the priorities of the Office of the Vice President and the Division of Philanthropy & Engagement. This position blends high-level executive support with strategic project management, helping the Vice President maximize effectiveness while ensuring excellent service to Philanthropy and Engagement, alumni, parents, donors, trustees, and campus partners.

The position requires exceptional organizational ability, sound judgment, discretion, and relationship management. The Executive Assistant and Project Manager oversees the daily operations of the Vice President's office while coordinating strategic initiatives, executive communications, and high-priority projects that advance the division's mission.

Executive Assistant Responsibilities

The Executive Assistant ensures the Office of the Vice President operates with excellence, responsiveness, and exceptional attention to detail.

Responsibilities include:

Identify opportunities where the Vice President's personal engagement can meaningfully deepen constituent relationships, leveraging executive time and presence to strengthen affinity and advance institutional priorities.

Establish high standards for responsiveness, hospitality, personalization, and follow-through in all executive communications and constituent interactions.

Manage the Vice President's calendar, ensuring strategic use of time and thoughtful prioritization of meetings, travel, and commitments.

Serve as the primary point of contact for scheduling, meeting coordination, and executive communications.

Triage email and correspondence, identify priority follow-up, draft communications, and respond on behalf of the Vice President as appropriate.

Prepare agendas, briefing materials, speeches, presentations, reports, talking points, and meeting summaries.

Coordinate meetings and communications involving the Vice President, including P&E Division Leadership Council, Board of Trustees, Sustaining the Mission Committee, and other executive groups.

Maintain accurate records within the institution's CRM, including constituent meetings, communications, stewardship activities, and follow-up.

Coordinate travel arrangements, itineraries, and logistics for the Vice President.

Manage incoming calls, inquiries, and constituent concerns, ensuring timely and professional responses.

Coordinate executive stewardship activities, including donor acknowledgments, handwritten notes, milestone recognitions, condolences, and personalized constituent outreach.

Manage budgets and administrative operations for the Office of the Vice President, including purchasing, reimbursements, and expense tracking.

Collaborate closely with the President's Office and other senior leaders to coordinate executive priorities and institutional events.

Ensure consistent follow-through on action items, decisions, and commitments made by the Vice President, especially with the College's priority donors and their families.

Maintain the highest standards of professionalism, confidentiality, hospitality, and customer service in every interaction.

Perform other duties as assigned.

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