Description

Position Details

Position Information

Position Title Executive Assistant and Project Manager to the Vice President for Philanthropy & Engagement
Classification Title Administrative Full Time (.75-1.0 FTE)
Benefits Eligibility
Benefits Eligibility

Department Philanthropy & Engagement
Job Description
Position Overview

The Executive Assistant and Project Manager to the Vice President for Philanthropy & Engagement reports directly to the Vice President and serves as a trusted partner in advancing the priorities of the Office of the Vice President and the Division of Philanthropy & Engagement. This position blends high-level executive support with strategic project management, helping the Vice President maximize effectiveness while ensuring excellent service to Philanthropy and Engagement, alumni, parents, donors, trustees, and campus partners.

The position requires exceptional organizational ability, sound judgment, discretion, and relationship management. The Executive Assistant and Project Manager oversees the daily operations of the Vice President's office while coordinating strategic initiatives, executive communications, and high-priority projects that advance the division's mission.

Executive Assistant Responsibilities

The Executive Assistant ensures the Office of the Vice President operates with excellence, responsiveness, and exceptional attention to detail.

Responsibilities include:

• Identify opportunities where the Vice President's personal engagement can meaningfully deepen constituent relationships, leveraging executive time and presence to strengthen affinity and advance institutional priorities.
• Establish high standards for responsiveness, hospitality, personalization, and follow-through in all executive communications and constituent interactions.
• Manage the Vice President's calendar, ensuring strategic use of time and thoughtful prioritization of meetings, travel, and commitments.
• Serve as the primary point of contact for scheduling, meeting coordination, and executive communications.
• Triage email and correspondence, identify priority follow-up, draft communications, and respond on behalf of the Vice President as appropriate.
• Prepare agendas, briefing materials, speeches, presentations, reports, talking points, and meeting summaries.
• Coordinate meetings and communications involving the Vice President, including P&E Division Leadership Council, Board of Trustees, Sustaining the Mission Committee, and other executive groups.
• Maintain accurate records within the institution's CRM, including constituent meetings, communications, stewardship activities, and follow-up.
• Coordinate travel arrangements, itineraries, and logistics for the Vice President.
• Manage incoming calls, inquiries, and constituent concerns, ensuring timely and professional responses.
• Coordinate executive stewardship activities, including donor acknowledgments, handwritten notes, milestone recognitions, condolences, and personalized constituent outreach.
• Manage budgets and administrative operations for the Office of the Vice President, including purchasing, reimbursements, and expense tracking.
• Collaborate closely with the President's Office and other senior leaders to coordinate executive priorities and institutional events.
• Ensure consistent follow-through on action items, decisions, and commitments made by the Vice President, especially with the College's priority donors and their families.
• Maintain the highest standards of professionalism, confidentiality, hospitality, and customer service in every interaction.
• Perform other duties as assigned.

Project Manager Responsibilities

Working closely with the Vice President and division leadership, the Project Manager coordinates strategic initiatives and ensures timely execution of the Vice President's highest priorities.

Responsibilities include:

• Serve as a trusted strategic partner to the Vice President by anticipating needs, identifying emerging priorities, and helping shape executive decisions before they become urgent.
• Serve as a member of the Philanthropy & Engagement Leadership Council, helping prepare agendas, identify priorities, and coordinate follow-up on strategic initiatives.
• Monitor organizational dynamics, identify potential risks or missed opportunities, and recommend proactive solutions.
• Maintain awareness of the Vice President's highest-priority constituent relationships, ensuring appropriate coordination, communication, and follow-through across the division.
• Collaborate with the Vice President to develop and implement annual work plans, divisional priorities, and executive initiatives.
• Coordinate special projects that advance the goals of Philanthropy & Engagement, working across departments to ensure timely execution.
• Conduct research and gather information to support executive decision-making, including benchmarking, fundraising trends, constituent analytics, peer institution comparisons, and institutional research.
• Channel key dashboards, reports, presentations, progress to divisional priorities, and performance metrics to the Vice President.
• Support, grow, and develop the Vice President's direct reports by coordinating cross-functional initiatives, facilitating communication, and helping remove barriers to execution.
• Serve as a thought partner and coordinator to gift officers, division leaders, and campus partners on complex constituent relationships and high-profile initiatives.
• Coordinate professional development opportunities, leadership retreats, and team-building activities for the division.
• Establish productive relationships with campus departments and external partners to facilitate collaboration on behalf of the Vice President.
• Identify high-touch constituent experiences, including executive events, stewardship opportunities, donor recognition, trustee engagement, and other strategic initiatives involving the Vice President and assist in planning and execution.
• Assist in identifying opportunities to strengthen constituent relationships through thoughtful executive engagement, personalized communication, and strategic follow-up.
• Manage special projects.

Qualifications

• Demonstrates exceptional accuracy and attention to detail in all tasks
• Exhibits outstanding writing abilities, including strong composition and grammar skills
• Possesses excellent communication and public relations skills
• Capable of handling confidential matters with discretion
• Proficient in Microsoft Word, Excel, and PowerPoint
• Skilled at multitasking and managing multiple projects simultaneously
• Self-motivated and able to work independently without supervision
• Committed to understanding and supporting the mission of Hope College
• Holds a mature understanding of the Christian faith

Physical Demands
This position requires remaining in a sitting or standing position for frequent periods of time; uses office machinery such as a computers, printers, copy machines; Occasionally involves moving items over 10 pounds; frequently will move between different offices/workspaces/buildings; and requires effective communication abilities. In the case of temporary or permanent condition(s) that require(s) accommodation(s), reasonable accommodation(s) may be requested.

Pre-employment Screenings
All offers of employment are contingent upon a background check. Some positions may have position specific requirements, such as education/licensure/certification verification, a physical, drug screening, credit checks and/or transportation record review.

Posting Detail Information

Posting Number 2026-023SR
Job Posting Open Date 08/06/2026
Job Posting Close Date 08/21/2026
Open Until Filled No
Is this position available for sponsorship No
Special Instructions to Applicants

Supplemental Questions

Required fields are indicated with an asterisk (*).

Documents Needed to Apply

Required Documents

1. Resume
2. Cover Letter

Optional Documents

1. Letter of Recommendation
2. Writing Sample