Executive Assistant

Dean of College of Business

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.

Hours are generally 8-5. M-F

Bachelor's degree or an equivalent combination of education and experience and at least 3 years of experience from which comparable knowledge and skills can be acquired is necessary.

* Excellent organizational, written, and verbal communication skills. Strong attention to detail.
* Good understanding of office management procedures.
* Knowledge of Microsoft Office including proficiency with Microsoft Excel, and Outlook.
* Must be able to handle and communicate sensitive information appropriately, discretely, and effectively. Must possess a high level of confidentiality.

Salary Range: $18.87 - $25.00/ hour

Grade: GGS-008

University Title: Executive Assistant

Internal applicants can determine their University title by accessing the Talent Profile tile in myHR.

Columbia offers small-town friendliness with big city features and a high quality of life for people of all ages and interests. Founded on education and known as an ideal college town, its location also makes it an attractive spot for businesses and travelers. Located on Interstate 70 and U.S. Highway 63, Columbia is right in the middle of the state and the nation. Just a couple hours' drive from St. Louis and Kansas City, Columbia is Boone County's largest population center offering big-city culture, activities, and resources with a low cost of living. Columbia is home to a variety of restaurants and entertainment venues and hosts more than a dozen festivals each year. If you want to grow your career, continue your education, raise a family, and retire, Columbia is a good place to be!

This position is eligible for University benefits. As part of your total compensation, the University offers a comprehensive benefits package, including medical, dental and vision plans, retirement, paid time off, short- and long-term disability, paid parental leave, paid caregiver leave, and educational fee discounts for all four UM System campuses. For additional information on University benefits, please visit the Faculty & Staff Benefits website at https://www.umsystem.edu/totalrewards/benefits.

Equal Employment Opportunity

The University of Missouri is an Equal Opportunity Employer.

To request ADA accommodations, please call the Director of Accessibility and ADA at 573-884-7278.