Executive Assistant

Milwaukee School of Engineering (MSOE) • Milwaukee, WI, United States • 3d ago

Who We Are
Milwaukee School of Engineering (MSOE) is an academic institution intrinsically tied to the real world - a confluence of industry knowledge, work ethic and an enduring desire to know more. The university offers Bachelor's and Master's degrees in engineering, computer science, machine learning, user experience, construction management, actuarial science, business and nursing. With about 3,000 students, faculty and staff, MSOE is large enough for big opportunities and small enough for personal attention.

A Small University Dedicated to Achieving Big Things
MSOE is a supportive environment where everyone is valued. Our method of learning by doing is our distinction: it is how we teach, how we learn and how we serve. MSOE's top priority is serving our students. By joining our community, you are building the leaders of tomorrow.

Our Mission
MSOE is the university of choice for those seeking an inclusive community of experiential learners driven to solve the complex challenges of today and tomorrow. We are united by our six values - collaboration, excellence, inclusion, innovation, integrity and stewardship - which represent the core of our campus culture. UMSOE has embarked on an ambitious strategic plan, Extraordinary Together, that propels the institution forward. At MSOE, we are dedicated to promoting an academic environment marked by an unwavering respect for every individual.

Our Leadership
MSOE is under the leadership of Dr. Eric Baumgartner. He began his Presidency in January 2026 after having served as the Executive Vice President of Academics at MSOE since 2017.

Summary
MSOE invites applications for a full-time Executive Assistant to join our University Advancement team. The Executive Assistant will provide administrative and project management support to the VP of University Advancement as well as the VP of Marketing and Community Engagement.

Essential Job Functions

Provide administrative support to the Vice President of University Advancement (90%): The responsibilities include Board of Regents and Board Committees and Corporate Board management, project management, administrative and calendar management, meeting, event and travel arrangements, and administrative tasks.
Provide administrative support to the Vice President of Marketing and Community Engagement (10%): This consists of calendar management, meeting coordination, meeting & event management, processing invoices and monthly expense reconciliation.

The list below details functions for the Vice President of University Advancement (90%)

Board/Board Committee/Corporate Board Interaction & Management (50%)

Assist in project management of President's Breakfast and Dinners: Coordination of planned invitees, collaterals, bios of invited guests, strategies for donor cultivation, solicitations and stewardship.
Facilitate all University Advancement staff requests of the President's time at events, work with the Executive Assistant to the President.
Interact with President's Executive Assistant to coordinate scheduling of donor visits and related events, which could include new build open house, dedications, and anniversary celebrations.
Coordinate meeting and travel itineraries for the Vice President for University Advancement with Regents, donors, and alumni while traveling on behalf of the University.
Provides support for the Vice President for University Advancement in their role as liaison to the Board of Regents Nominating Committee and Development Committee. This includes working with the VP and Committee Chairs to schedule meetings, develop meeting agendas, Board nomination rosters and biographical profiles, fund-raising and other collateral materials.
Maintain Regent term documentation records for term rotation management and notifications.
Facilitate meeting planning & coordination of the Board of Regents Development Committee tri-annual meetings and provide collaterals.
Assist in development of presentations, documents and reports for the Board of Regents and appropriate Board committees.
Facilitate all events to support the Corporate Board. Manage tri-annual meeting coordination & minutes and networking/social events.
Key event management and contact for two half-day meetings of the Corporate Board, Spring and Fall each year.
Provide exceptional customer service when contacting university leadership, Board of Regents, Corporate Board, Development and Nominating Committees, and donors on behalf of the Vice President for University Advancement.
Requires high degree of confidentiality of all aspects of the Board of Regents and the Regent Development Committee and Regent Nominating Committee, also in processing of donor personal information and gift agreements.
Process, edit, proof and facilitate circulation of donor agreements maintaining confidentiality of donor and funding information.

Project Management (20%)

Maintain, assist and submit what are now five department budgets: Vice President budget, Development, Alumni Affairs & Annual Giving, Advancement Services and Marketing & Donor Relations. Assist each director with budget submitting and tracking annual expenses, submitting invoices.
Manage processing of all University Advancement annual staff reviews. This involves review scoring development for 18 University Advancement personnel, maintaining electronic and hardcopies for signatures and final submission to VP of University Advancement and eventually to HR.
The processing of budgets and reviews requires a high level of confidentiality as this involves personnel salary and review levels.
Manage any personnel requisitions (new position approvals, position and salary changes) as presented to the Leadership Team.
Coordinate with HR scheduling interview candidates for department and across campus as needed; facilitate new hire on-boarding.
In consultation with the Vice President of University Advancement, manage decorating and final design upgrades of all areas to the Alumni Center working with external contracted vendors, sales personnel and facilities, maintaining building style & continuity, quotes and final budget impacts.
Event management for University Advancement recognition/social events hosted in the Alumni Center.

Administrative & Calendar Management (20%)

Process invoices and monthly expense, mileage and credit card reconciliation report for Vice President of Univ. Advancement; and Review all direct report submissions for correct account codes.
Coordinate and assist with tracking of new and ongoing donor agreements, signature tracking and filing requiring continued confidentiality in processing of donor personal information and gift agreements.
Process all five department invoices to Jenzabar and Finance.
Perform administrative functions including strong technical writing and proof editing skills, develop reports, photocopying and typing various forms of correspondence (i.e. letters, reports, proposals, forms, envelopes).
Serve as receptionist for the University Advancement welcoming guests (alumni, donors, Board of Regents members, students, faculty, staff, etc.) to the Alumni Center.
Manage all Alumni Center building needs: design and upgrade interiors, facilities, custodial, electrical, designer, IT, Safety, etc.
Available for evening and weekend work typically in conjunction with campus/department/alumni events.
Coordination and management of all department activities and events.
Manage space approvals for 25Live and maintain schedules of the Alumni Center CR to post publicly.

The list below details functions for the Vice President of Marketing and Community Engagement (10%)

Process invoices and monthly expense, mileage and credit card reconciliation report for VP of Marketing and Community Engagement.
Coordinate meeting and travel itineraries for the Vice President of Marketing and Community Engagement
Provide exceptional customer service when contacting (internal) university and (external) community partners on behalf of the Vice President of Marketing and Community Engagement.
Planning and management of events for colleagues and external partners & clients as requested by this VP.
Additional duties as needed including calendar management and meeting coordination, coordinating new hire interviews with HR and facilitating onboarding.

Other Duties and Responsibilities

Additional requests from either the VP University Advancement or VP Marketing and Community Engagement.
Provide support assistance to any events coordinated & managed by University Advancement teams.
Provide support when in unusual times, such as a pandemic, where key functions of a department need to be maintained.

This list of duties and responsibilities is not all-inclusive and may be expanded to include other duties and responsibilities as management may deem necessary from time to time.

Qualifications

Bachelor's degree or a minimum of three (3) years of professional experience is required.
Experience providing executive support preferred.
Excellent written communications skills using good grammatical style and form with attention to detail and accuracy are required.
Professional demeanor with the ability to interface with internal and external constituents with diplomacy and tact is essential.
Ability to work well within a collaborative team environment.
Experience in project management with superior organizational skills.
Excellent oral communication skills are required when providing information and responding to questions from various constituents.
To perform this job successfully, an individual must have the ability to perform advanced skills using Microsoft Office Suite (Word, Excel, and PowerPoint).

Skills and Abilities

Ability to read and interpret documents such as safety rules, operating instructions, and procedure manuals.
Ability to write routine memos, reports and correspondence. Ability to speak effectively before others. Ability to effectively communicate in both written and oral form.
Ability to use numbers to solve problems involving concrete variables in standardized situations.
Ability to apply common-sense understanding to carry out written or oral instructions.

Physical Demands
While performing the duties of this job the employee is largely sedentary, the ability to move is required. The employee is occasionally required to traverse within their work area as well as other areas on campus.

Work Environment
This job operates in a professional office environment. This role uses standard office equipment, including but not limited to computers, phones, photocopiers, filing cabinets, and fax machines.

Why Join MSOE?
At MSOE, we invest in our employees' professional and personal growth. MSOE offers competitive, fully comprehensive benefit plans to all full-time employees including medical, dental, life, disability and vision insurance, 13 paid holidays, Paid Time Off, and paid parental leave, as well as a 403(b) retirement plan with company matching of up to 6% of employee earnings and immediate vesting. Educational benefits are available for employees and family members. Plus, employees have access to our state-of-the-art fitness center at no charge. Located in the heart of downtown Milwaukee, MSOE is just blocks away from the beautiful lakefront, the theater district, museums, sports and music venues, parks and shopping. To view more detailed information about MSOE, please visit www.msoe.edu/hr.

The above statements reflect the general details necessary to describe the principle functions of the occupation described and shall not be construed as a detailed description of all the work requirements that may be inherent in the occupation. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

It is the policy of MSOE to provide equal employment opportunity to all individuals regardless of their race, ethnicity, color, creed, religion, sex, age, national origin, physical or mental disability, military and veteran status, sexual orientation, gender identity, genetic characteristics, marital status or any other characteristic protected by local, state or federal law. This policy applies to all jobs at the University and to all the terms, benefits, and conditions of employment/enrollment.

Job Code: 222
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