Executive Assistant and Advancement Operations Manager / General Administration Supervisor I (00188)

Location: Farmville, VA Category: Classified Posted On: Wed Jun 4 2025 Job Description:

Longwood University invites qualified applicants to apply for the position of Executive Assistant and Advancement Operations Manager / General Administration Supervisor I / Coordinator I (00188) in the department of Institutional Advancement. The successful candidate will provide high-level administrative and operational support to the Vice President for Institutional Advancement and the broader development team. This position plays a central role in ensuring the department operates efficiently and professionally, managing daily office functions, supporting special projects, and enhancing external engagement. As the first point of contact for the Development Office, the role requires sound judgment, discretion, and a commitment to fostering a positive office culture and external image for the University.

This position is located in Farmville, Virginia, and is required to work in person on Longwood University's campus.

Essential Responsibilities and Duties:

• Provide direct administrative support to the Vice President and Advancement Leadership Team
• Manage complex calendars, schedule internal and external meetings, and coordinate travel arrangements
• Draft, edit, and prepare correspondence, briefings, itineraries, and reports
• Coordinate communications from the Vice President to campus and external constituents, including acknowledgments, proposals, and follow-up correspondence
• Personally manage and report on special departmental projects assigned by the Vice President
• Submit and reconcile expense reports and maintain confidential records
• Liaise with the President's Office and other senior leadership offices as needed
• Handle donor and constituent interactions with professionalism and confidentiality
• Participate in high-level external engagements, helping to shape and deliver meaningful visitor experiences that reflect the mission and priorities of Institutional Advancement
• Oversee daily operations of the Development Office, including phone and email inquiries, office supplies, mail, and visitor reception
• Maintain departmental policies and procedures; manage onboarding and staff transitions
• Track and monitor the departmental budget and process check requests
• Manage credit card reporting and reconciliation for the leadership team
• Support internal communications, team-wide coordination, and efficient workflows across the department
• Coordinate office and facility needs including fleet vehicle oversight, equipment inventory, workspace moves, building cleanliness, and submitting service requests for facilities, IT, and access control
• Maintain and manage the departmental calendar, including scheduling internal events, vacation requests, and shared resources such as golf carts
• Coordinate and support logistics for department-wide meetings, prospect visits, travel, and events
• Organize and execute internal meetings, including scheduling, drafting agendas, sending reminders, ordering catering, taking minutes, developing presentations, and tracking follow-up action items
• Assist with preparation and execution of board meetings and materials
• Manage timelines and track progress on strategic and special projects across the department
• Ensure development leadership team members are informed and meeting key internal deadlines
• Compile and update fiscal year-end assessment reports for the Institutional Advancement division
• Represent the division on the Administrative Assessment Committee (AAC)
• Ensure effective collaboration across departments and with external stakeholders

Job Requirements:

• Bachelor's degree required
• At least three years of relevant experience in administrative or executive support

Preferred:

• Experience supporting senior leadership or coordinating office operations
• Event planning and project management experience
• Advanced degree in business, communications, or a related field
• Strong analytical and problem-solving abilities
• Excellent verbal, written, and interpersonal communication skills
• Proven ability to prioritize and manage multiple tasks with accuracy and professionalism
• High proficiency with Microsoft Office (Word, Excel, PowerPoint, Outlook) and ability to learn internal databases and tools
• Ability to handle sensitive information with discretion and sound judgment
• Customer service orientation and a collegial, professional demeanor

Ideal Attributes:

• Initiative and strong decision-making skills
• Flexibility and adaptability in a fast-paced environment
• Collaborative spirit and ability to work across functional teams
• Commitment to a respectful, inclusive, and high-performing team culture

Additional Information:

This position is a full-time, classified, exempt position in a pay band 4. A successful fingerprint based criminal background investigation is required. The selected candidate must complete a Statement of Economic Interests. AmeriCorps, Peace Corps, and other national service alumni are encouraged to apply.

Commonwealth of Virginia benefits accompany this position to include:

• State health and dental benefits & flexible spending accounts
• Paid leave (which may include sick leave, personal leave, annual leave, etc.), and 13 holidays
• Retirement savings plans (some with limited employer match available (VRS))
• Life & Long-Term care insurance
• Employee Assistance Program
• Employee discounts for various services, including Verizon.
• Educational benefits for most employees
• Fitness Center membership less expensive than most

In compliance with the Americans with Disabilities Act (ADA), Longwood University will provide, if requested, reasonable accommodations to applicants in need of accommodations in order to provide access to the application and/or interview process. You are not required to note the presence of a disability on your application. If, however, you require accommodations in the application and/or interview process, please contact the Office of Human Resources at 434-395-2074 or humres@longwood.edu .

Per CFR: Title 34, the Title IX Coordinator's contact information can be located through this link http://www.longwood.edu/titleix/ .

A diversified workforce is an important part of our strategic plan. EOE/AA