Job Description

At a glance

Another Source is proud to partner with The University of Texas at Arlington on a search for an Executive Assistant to the Vice President for University Advancement. This is a great opportunity for someone who enjoys being a trusted partner to leadership, keeping complex priorities moving, and building strong relationships across a collaborative campus environment. As the largest university in North Texas, UTA is preparing for its first-ever comprehensive fundraising campaign, making this an exciting time to join the team. The role offers meaningful exposure to executive leadership, involvement in high-level initiatives, and the chance to contribute to a mission-driven university making a big impact across the region. If you enjoy staying organized, thinking ahead, and supporting leaders in a fast-moving, people-centered environment, this could be a rewarding next step in your career.

What you'll be doing

Another Source’s client, The University of Texas at Arlington, is recruiting an Executive Assistant to the Vice President to join their Development and Alumni Relations team. Here’s a little about The University of Texas at Arlington (UTA) and the position they are recruiting for:   As the largest university in North Texas and second largest in The University of Texas System, UTA is located in the heart of Dallas-Fort Worth, challenging our students to engage with the world around them in ways that make a measurable impact. 

• Learn more about The University of Texas at Arlington: https://www.uta.edu/about  
• Learn more about The Office of Development and Alumni Relations: https://www.uta.edu/administration/development

What you will be doing:  The Executive Assistant provides high-level, professional administrative support to the Vice President for Development and Alumni Relations, ensuring the effectiveness of the VP’s leadership across the division. This role manages complex scheduling and travel, prepares executive-level correspondence and materials, facilitates communication with campus leadership and external stakeholders, and oversees sensitive and confidential matters with discretion. The Executive Assistant functions as the central point of coordination for the VP’s office, supports donor-related activity tracking, and helps manage administrative operations across the department, requiring strong judgment, organization, independence, and professionalism. How you will be spending your time:    Executive Support & Coordination

• Provide sophisticated, proactive calendar management for the Vice President, coordinating with university leadership (President, Provost, Deans, Vice Presidents, senior staff).
• Manage complex domestic and international travel arrangements and itineraries.
• Anticipate needs, prepare materials, and track deadlines for meetings, briefings, and projects requiring VP attention.

Administrative & Operational Management

• Prepare, draft, edit, and proofread high-level correspondence, reports, presentations, and confidential materials.
• Conduct research and compile background materials for VP meetings and decision-making.
• Maintain professional standards of accuracy and quality for all documents and communications.

Internal & External Communication

• Serve as the primary point of contact for all matters directed to the VP, assessing inquiries and determining appropriate action or referral.
• Manage information flow between the VP and internal stakeholders, ensuring timely communication and follow-up.
• Coordinate meetings with donors, corporate partners, and external constituents; manage logistics, catering, and agendas.

Donor Activity & Data Support

• Track donor engagement activity for the President and Vice President using Raiser’s Edge or similar donor CRM.
• Record call reports, correspondence, and interactions; run queries and reports to support weekly divisional communications.
• Maintain accuracy of donor and prospect information in collaboration with Advancement Services.

Office Administration & Staff Support

• Oversee daily operations of the VP office and coordinate administrative support needs across the department.
• Serve as point of contact for internal administrative workflows, scheduling, and resource allocation.
• Maintain organized filing systems, office processes, and workflow efficiencies.
• Support divisional events, retreats, staff meetings, and donor engagements as assigned.

The experience you will bring:  Minimum Qualifications

• A bachelor’s degree and three (3) years of upper-level administrative experience, or a high school diploma/equivalent and seven (7) years of progressively responsible administrative experience, or an equivalent combination of education and experience.
• Experience with accounts and budget management.
• Expertise in complex calendar management and domestic/international travel coordination.
• Exceptional written, verbal, and interpersonal communication skills.
• Strong analytical, organizational, and time-management skills.
• Ability to handle confidential information with discretion.
• Ability to prioritize and manage multiple competing deadlines.
• Ability to work collaboratively across diverse units and constituencies.
• Proficiency with Microsoft Office Suite (Outlook, Excel, Word, Teams) and common office applications.
• Proficiency with Microsoft Office Suite (Outlook, Excel, Word, Teams, PowerPoint) and common office applications.
• Demonstrated proficiency in creating PowerPoint presentations
• Experience with donor databases such as Raiser’s Edge NXT.
• Familiarity with PeopleSoft (UTShare) or similar administrative platforms.

Preferred Qualifications

• Knowledge of University policies and procedures.
• Proficiency in advanced computer applications, including spreadsheets, word processing, and database systems.
• Experience with Blackbaud Raiser’s Edge NXT or similar donor CRM.
• Familiarity with UT System policies and procedures.
• Understanding of higher education operations and dynamics.

What’s in it for you:  The University of Texas at Arlington offers a comprehensive benefits package for full-time staff. Learn more about the benefits here: https://resources.uta.edu/hr/services/benefits/candidate-benefits.php     Equal Employment Opportunity and Non-Discrimination:   It is the policy of The University of Texas at Arlington (UTA or The University) to provide an educational and working environment that provides equal opportunity to all members of the University community. In accordance with federal and state law, the University prohibits unlawful discrimination, including harassment, on the basis of race, color, national origin, religion, age, sex, sexual orientation, pregnancy, disability, genetic information, and/or veteran status. The University also prohibits discrimination on the basis of gender identity, and gender expression. Retaliation against persons who oppose a discriminatory practice, file a charge of discrimination, or testify for, assist in, or participate in an investigative proceeding relating to discrimination is prohibited. Constitutionally-protected expression will not be considered discrimination or harassment under this policy. It is the responsibility of all departments, employees, and students to ensure the University’s compliance with this policy.  Another Source works with their clients on a retained project basis. We are committed to building inclusive candidate pools as we partner with hiring teams. As you read through the job posting and review the list of qualifications (required and/or preferred), please do not self-select out if you feel you do not meet every qualification. No one is 100% qualified. We encourage you to apply and share your story with us.

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