Executive Assistant at InsideHigherEd

Screen reader users may encounter difficulty with this site. For assistance with applying, please contact [email protected]. If you have questions while submitting an application, please review these frequently asked questions.

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.

Job Title:Executive Assistant

Department:Advancement | Development Vice President

Position Overview

The Executive Assistant provides high-level administrative support to the Vice President of Development, serving as a strategic partner in managing complex calendars, coordinating meetings and travel, and preparing agendas, presentations, and briefing materials. This role acts as a key liaison with major donors, senior leadership, faculty, and staff, ensuring seamless communication and efficient operations. The Executive Assistant handles sensitive correspondence, maintains confidential donor records, processes reimbursements, and supports special projects and strategic initiatives with discretion and professionalism.

Reporting directly to the Vice President, the ideal candidate thrives in a fast-paced, team-oriented environment and demonstrates exceptional communication, organizational, and problem-solving skills. This role requires the ability to manage multiple priorities, anticipate needs, and exercise sound judgment and independent decision-making. Responsibilities include screening inquiries, coordinating donor-centered travel, preparing reports, and supporting internal and external meetings. The Executive Assistant also collaborates with development staff to align with strategic priorities and serves as a trusted point of contact for high-level stakeholders across the university and medical center.

All members of Advancement are part of creating a culture that inspires an exceptionally multifaceted and talented team and are expected to exhibit The Ohio State University’s Shared Values. The Office of Advancement is committed to acting with kindness, respect, and integrity at all times and welcoming our colleagues’ ideas, voices, and perspectives, acknowledging that we are better together.

Duties and Responsibilities

60%

Manages administrative tasks to aid in the success of the Vice President and the development leadership team; Collaborates with entire development staff to understand philosophical approach and priorities; Screens and handles incoming phone calls, email and correspondences; Manages complex calendars in order to determine strategic use of VP and AVP’s time; Manages and processes confidential and sensitive correspondence; reviews and prioritizes incoming electronic and written mail; Records, transcribes minutes and distributes appropriately; organizes and prepares agendas and itineraries; Develops power point presentations; Coordinates materials for briefings; 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 phases of the Medical Center Development activities and programs; 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.

30%

Researches and resolves issues and problems; Assesses inquiries and concerns directed to the Vice President’s office, determining course of action and delegating to appropriate person to manage; Uses substantial judgement and independent decision making; 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%

Works on special projects and confidential assignments as needed and performs other duties as assigned.

Required Qualifications

• Bachelor’s degree or equivalent combination of education and experience

• 2 years of related, progressively responsible professional experience

• Strong experience creating presentations via PowerPoint or other related software

• Proven experience working with complex, distributed environments

Desired Qualifications (We’re committed to building a team that reflects a variety of skills and experiences and encourage you to apply even if your experience does not align perfectly)

• Professional experience providing administrative support to senior-level leaders

• Considerable knowledge of Ohio State University policies and procedures including expenditure, procurement, and travel

• Experience working in University with knowledge of University and or Medical Center organization and procedures

The Office of Advancement is committed to providing tools and resources for you to learn our business, proprietary databases, university-specific processes, and advancement practices.

You Need to Know

Aside from the unparalleled benefits of working for The Ohio State University and working in the vibrant, 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 research and outreach. 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 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: S2

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 university is an equal opportunity employer, including veterans and disability.

As required by Ohio Revised Code section 3345.0216, Ohio State will: educate students by means of free, open and rigorous intellectual inquiry to seek the truth; equip students with the opportunity to develop intellectual skills to reach their own, informed conclusions; not require, favor, disfavor or prohibit speech or lawful assembly; create a community dedicated to an ethic of civil and free inquiry, which respects the autonomy of each member, supports individual capacities for growth and tolerates differences in opinion; treat all faculty, staff and students as individuals, hold them to equal standards and provide equality of opportunity with regard to race, ethnicity, religion, sex, sexual orientation, gender identity or gender expression.