Executive Assistant to the Vice President for Institutional Advancement (71101)

Salary: $70,000.00 - $80,000.00 Annually
Location: NY, NY
Job Type: Full Time
Job Number: 202400211
Department: VP Development
Closing: Continuous


About Pratt

Pratt Institute provides the creative leaders of tomorrow the professional knowledge and experience to make a better world. A world-class and internationally ranked college with programs in art, design, architecture, liberal arts and sciences, and information studies, Pratt offers nearly 50 undergraduate and graduate degree programs.

The Institute's impact expands beyond its 25-acre residential campus in Brooklyn to cutting-edge facilities throughout the borough, a landmark building and public gallery in Manhattan, as well as an extension campus, Pratt Munson College of Art and Design in Utica, New York. On Governors Island, Pratt is a core partner on the Stony Brook University team selected to develop the New York Climate Exchange, a research and educational hub poised to establish New York City as the global leader for the most pressing issue of our time: climate change. Another extension of Pratt's campus is the Research Yard, a 20,000-square-foot facility that brings together the research activities of Pratt Institute under one roof in the Brooklyn Navy Yard (BNY).

Description


The Executive Assistant serves as a strategic partner to the Vice President for Institutional Advancement (VPIA), providing high-level administrative and project support to ensure the efficient and effective management of the VPIA's schedule, communications, and workflow. This role functions as the primary point of contact for the VPIA's office, managing day-to-day operations, ensuring the timely flow of information, and coordinating closely with internal and external stakeholders including trustees, senior leadership, donors, and cross-campus partners.

The Executive Assistant is expected to exercise independent judgment, maintain a high level of professionalism and discretion, and anticipate the needs of the Vice President in a fast-paced, mission-driven environment.

This is a hybrid position based on Pratt's Brooklyn campus. The employee can anticipate a 3/2 schedule most weeks, with an expectation that they are in the office on days when the VPIA is on the Brooklyn campus. The schedule may vary on a weekly basis.

Examples of Duties


Responsibilities include, but are not limited to:

1. Manage the VPIA's daily calendar, meetings, and travel, ensuring preparation materials are assembled and that all scheduling reflects institutional priorities and strategic initiatives.
   
2. Serve as a liaison for the VPIA's internal and external communications, fielding inquiries, drafting correspondence, and coordinating briefings with IA staff, faculty, trustees, and donors.
   
3. Coordinate the VPIA's prospect and donor engagement activities, including meeting preparation, briefing materials, travel logistics, and follow-up in collaboration with frontline fundraisers, donor relations, and prospect management staff.
   
4. Support Board of Trustees engagement efforts by managing IA-related Board meeting logistics, preparing agendas and background materials, and documenting minutes and follow-ups for Board-level advancement committees.
   
5. Oversee the operations of the Office of the VPIA, including setting administrative priorities, organizing office systems, managing communications, and improving processes for optimal efficiency.
   
6. Maintain and update constituent records in Raiser's Edge, generate reports and prospect lists as needed, and ensure data quality related to the VPIA's donor portfolio.
   
7. Conduct preliminary research on prospective donors and coordinate outreach, meeting scheduling, and delivery of cultivation materials in support of the VPIA's fundraising priorities.
   
8. Draft, edit, and proofread correspondence, reports, briefings, and presentations for the VPIA, ensuring accuracy, tone, and alignment with the Institute's mission and advancement goals.
   
9. Coordinate logistics for VPIA-led initiatives and select events, including internal retreats, cultivation gatherings, or cross-departmental meetings.
   
10. Exercise a high degree of judgment and discretion in managing sensitive information, responding to urgent or confidential matters, and representing the VPIA's office with professionalism and diplomacy.
    

Performs additional job-related duties as assigned.

Qualifications

• Bachelor's degree from an accredited institution, or an equivalent combination of education and directly relevant professional experience.
  
• Minimum 5 years of experience providing high-level administrative support, preferably to a senior executive or in a complex nonprofit or higher education environment.
  
• Demonstrated experience managing executive calendars, preparing meeting materials, and facilitating internal and external communications.
  
• Excellent organizational and time management skills, with the ability to anticipate needs, prioritize tasks, and manage multiple deadlines with discretion and efficiency.
  
• Strong written and verbal communication skills; ability to draft professional correspondence and summarize complex information succinctly.
  
• Proficiency in Microsoft Office (Word, Excel, Outlook, PowerPoint), Google Workspace, and CRM systems (Raiser's Edge preferred).
  
• Proven ability to maintain confidentiality and exercise sound judgment in a fast-paced, dynamic environment.
  
• Commitment to the mission of higher education and the values of diversity, equity, inclusion, and belonging.
  

Equal Employment Opportunity Statement

We are an equal opportunity employer and do not discriminate in hiring or employment on the basis of race, color, creed, religion or belief, national or ethnic origin, citizenship status, marital or domestic partnership status, sexual orientation, sex, gender identity or expression, age, disability, military or veteran status, or any other characteristic protected by federal, state, or local law. Pratt Institute recognizes and values the benefits of a diverse workforce.

At Pratt, we prioritize equity and have established a systematic approach to guarantee fair treatment for everyone. If your background and expertise align with the requirements of the position, you will be contacted for further instructions.



Benefits:

Medical
Dental
Vision
HSA
Company Sponsored Basic Life & AD&D
Company Sponsored Long Term Disability
Flex Spending Account (Health, Dependant Care)
Commuter Benefits (Transit & Parking)
Disability (NYS)
Voluntary Short Term Disability
Voluntary Life Insurance
403B Retirement Plan
Voluntary Supplemental Retirement Plan
Paid Time Off (Vac & Sick)

Supplemental Information:


To apply, visit: https://www.schooljobs.com/careers/pratt/jobs/4995088/executive-assistant-to-the-vice-president-for-institutional-advancement-71101







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