Executive Administrative Assistant

Position Summary

The Division of Institutional Advancement (IA) at Rosalind Franklin University of Medicine and Science invites applications for a full-time Executive Administrative Assistant. Reporting directly to the (Interim) Vice President for Institutional Advancement, this pivotal role executes day-to-day operations, scheduling, communications, and philanthropic support logistics, enabling Divisional Leaders to focus on strategic institutional priorities.

The ideal candidate is a proactive coordinator who manages office logistics, prepares high-quality materials, maintains database records, and nurtures positive constituent relations. This position is central to cultivating a professional, welcoming environment for donors, trustees, visitors, faculty, staff, and campus partners.

Benefits

Our generous benefits package includes medical, dental, and vision plans; paid parental leave; short term and long term disability plans; life insurance; flexible spending accounts; and a 403(b) retirement plan which includes a 8% employer contribution after 2 years of service. RFUMS is committed to employee wellbeing and work-life balance. Full time staff are eligible for 3 weeks of vacation/personal leave, 15 sick days, and 9 paid holidays, paid winter break, plus two floating holidays.

Essential Duties & Responsibilities

1. Administrative & Communication Support

• Draft & Edit: Prepare professional letters, donor acknowledgments, and other written communications.
• Proposal Coordination: Collaborate on the creation, circulation, approval tracking, and signature collection of donor Proposal Agreements.
• Document Workflow: Route administrative documents for signatures and track written notes/stewardship pieces.
• Process Documentation: Help update internal process documents and the Division of IA operations manual as procedures evolve.

2. Calendar, Scheduling & Travel Coordination

• Executive Calendar Management: Support the daily schedules of Executive Directors and IA leaders by managing meeting invites, holds, reschedules, and confirmations.
• Meeting Logistics: Assemble comprehensive meeting details (locations, virtual links, background contacts) and coordinate onsite or technical support as needed.
• Virtual Event Setup: Schedule Zoom webinars and meetings from established templates, managing permissions, reminders, and settings.
• Travel & Expenses: Coordinate travel arrangements (flights, lodging, ground transportation) and compile timely, accurate receipt submissions for Concur expense reports.

3. Meeting & Event Coordination

• Council Support: Coordinate logistics for IA-supported leadership councils, advisory boards, and standing committee meetings.
• Materials Preparation: Collect presenter materials, assemble digital shared folders/packets, distribute agendas, and provide post-meeting recordings or summaries.
• Event Logistics: Manage room reservations, catering arrangements, and attendance tracking. Schedule appropriate follow-up for meeting attendees and event debriefs in advance of the event.

4. Database & Records Management

• CRM Updates: Provide timely database record updates, constituent profile maintenance, and event tracking within the advancement database.
• Filing Systems: Maintain organized electronic and hard-copy filing systems utilizing established divisional naming conventions and procedures.
• Archiving: Oversee data hygiene by archiving outdated physical and digital materials.

5. Office Operations & Front Desk Management

• Reception: Maintain a welcoming, professional front-office environment by greeting and directing visitors, donors, and campus partners.
• Facilities & IT Liaison: Coordinate room setups, maintenance requests, and routine technology needs with Facilities and IT departments.
• Inventory & Mail: Monitor, order, and replenish office and beverage supplies; handle daily incoming/outgoing mail, shipping, and courier deliveries.
• Serve as the central point of contact/liaison for intra- or inter-office functions.