Position Information
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
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.
Project Manager Responsibilities
Working closely with the Vice President and division leadership,
the Project Manager coordinates strategic initiatives and ensures
timely execution of the Vice President’s highest priorities.
Responsibilities include:
- Serve as a trusted strategic partner to the Vice President by
anticipating needs, identifying emerging priorities, and helping
shape executive decisions before they become urgent.
- Serve as a member of the Philanthropy & Engagement
Leadership Council, helping prepare agendas, identify priorities,
and coordinate follow-up on strategic initiatives.
- Monitor organizational dynamics, identify potential risks or
missed opportunities, and recommend proactive solutions.
- Maintain awareness of the Vice President’s highest-priority
constituent relationships, ensuring appropriate coordination,
communication, and follow-through across the division.
- Collaborate with the Vice President to develop and implement
annual work plans, divisional priorities, and executive
initiatives.
- Coordinate special projects that advance the goals of
Philanthropy & Engagement, working across departments to ensure
timely execution.
- Conduct research and gather information to support executive
decision-making, including benchmarking, fundraising trends,
constituent analytics, peer institution comparisons, and
institutional research.
- Channel key dashboards, reports, presentations, progress to
divisional priorities, and performance metrics to the Vice
President.
- Support, grow, and develop the Vice President’s direct reports
by coordinating cross-functional initiatives, facilitating
communication, and helping remove barriers to execution.
- Serve as a thought partner and coordinator to gift officers,
division leaders, and campus partners on complex constituent
relationships and high-profile initiatives.
- Coordinate professional development opportunities, leadership
retreats, and team-building activities for the division.
- Establish productive relationships with campus departments and
external partners to facilitate collaboration on behalf of the Vice
President.
- Identify high-touch constituent experiences, including
executive events, stewardship opportunities, donor recognition,
trustee engagement, and other strategic initiatives involving the
Vice President and assist in planning and execution.
- Assist in identifying opportunities to strengthen constituent
relationships through thoughtful executive engagement, personalized
communication, and strategic follow-up.
- Manage special projects.
Qualifications
- Demonstrates exceptional accuracy and attention to detail in
all tasks
- Exhibits outstanding writing abilities, including strong
composition and grammar skills
- Possesses excellent communication and public relations
skills
- Capable of handling confidential matters with discretion
- Proficient in Microsoft Word, Excel, and PowerPoint
- Skilled at multitasking and managing multiple projects
simultaneously
- Self-motivated and able to work independently without
supervision
- Committed to understanding and supporting the mission of Hope
College
- Holds a mature understanding of the Christian faith
Physical Demands
This position requires remaining in a sitting or standing position
for frequent periods of time; uses office machinery such as a
computers, printers, copy machines; Occasionally involves moving
items over 10 pounds; frequently will move between different
offices/workspaces/buildings; and requires effective communication
abilities. In the case of temporary or permanent condition(s) that
require(s) accommodation(s), reasonable accommodation(s) may be
requested.
Pre-employment Screenings
All offers of employment are contingent upon a background check.
Some positions may have position specific requirements, such as
education/licensure/certification verification, a physical, drug
screening, credit checks and/or transportation record review.
Posting Detail Information
Posting Number
2026-023SR
Job Posting Open Date
08/06/2026
Job Posting Close Date
08/21/2026
Open Until Filled
No
Is this position available for sponsorship
No
Special Instructions to Applicants
Supplemental Questions
Required fields are indicated with an asterisk (*).
Documents Needed to Apply
Required Documents
- Resume
- Cover Letter
