Executive Assistant

Job Description

Department: Trulaske College of Business – Advancement

The Executive Assistant provides high-level, proactive administrative and operational support to the Associate Dean for Partnerships and Engagement and the Trulaske College of Business Advancement team. This position serves as a critical operational liaison between the College, Central Advancement, and external stakeholders. The role is responsible for ensuring the smooth execution of donor coordination tasks, gift processing compliance, and the executive administrative functions required to sustain the College’s engagement mission.

Key Responsibilities

Executive Administrative & Fiscal Support (50%)

• Calendar & Travel Management: Manage complex calendars for the Associate Dean; coordinate domestic and international travel, including detailed itineraries, registrations, and donor briefing materials.
• Fiscal Oversight: Act as the primary fiscal processor for the department; monitor budgets, process reimbursements via Chrome River, manage expense reports, and oversee purchasing/contracts in compliance with University of Missouri policies.
• Office Operations: Serve as the primary point of contact for the Advancement office; draft professional correspondence, manage high-level inquiries, and oversee specialized office workflows.
• Dean’s Office Liaison: Assist the Dean’s office by preparing donor profiles and briefing materials; ensure all donor-related follow-ups originating from the Dean are tracked and executed.

Donor Coordination & Gift Processing (40%)

• Systems Management: Maintain proficiency in Advance CRM, Donor Portal, and GiveDirect to ensure accurate data entry, gift monitoring, and basic reporting.
• Donor Coordination: Assist with coordinating the annual endowment reporting process; collect and distribute personalized thank-you notes to donors to ensure timely appreciation.
• Gift Compliance: Monitor gift processing to ensure all contributions are handled in strict accordance with established gift agreements.
• Documentation & Internal Distribution: Ensure that all relevant gift documentation and agreements are provided to the appropriate departments to guarantee the proper use and timely allocation of donor funds within the College.
• Data Integrity: Regularly audit donor records to ensure accuracy for the fundraising team, enabling efficient outreach and travel.

Partnership & Strategic Coordination (10%)

• Partnership Support: Support the Associate Dean’s work with international and domestic Executive Education leads and external partners to foster long-term engagement.
• Advancement Interface: Coordinate with Central Advancement to align college-level gift processing and stewardship with university-wide standards.
• Event Support: Provide high-level backup support to the Events Coordinator during peak cycles (e.g., guest list verification or on-site donor check-in).

Critical Skills for Success

• Coordination & Communication: Strong ability to distribute critical information across various college departments to ensure fund compliance.
• Compliance Mindset: Ability to cross-reference gift agreements with financial activity to ensure "proper use" of funds.
• Discretion: Ability to handle highly confidential donor information and sensitive financial data with absolute integrity.
• Precision: Meticulous attention to detail in writing, budget monitoring, and data entry to prevent errors in donor recognition.

Shift: Hours are generally 8-5. M-F