Administrative Assistant to the VP for Institutional Advancement

Job Type

Full Time




221 E 71st Street
New York
United States



The assistant will provide the highest level of support to the Vice President for Institutional Advancement.


  • Assist the Vice President for Institutional Advancement with the daily administration of the office.
  • During heavy travel/appointment season, in the Vice President’s absence, the administrative assistant is responsible for maintaining the overall office operations.
  • Interface with all constituencies of the College including alumni, donors, faculty, trustees, and staff. Greet visitors and be able to direct guests in an appropriate manner.
  • Compose and edit complex correspondence, and assist with mailings.
  • Coordinate travel arrangements and day-to-day scheduling and calendar for the VP.
  • Maintain IA general calendar of events, meetings, and appointments.
  • Coordinate and facilitating office activities and operations including ordering of supplies, conference room scheduling, and facilities management.
  • Answer phones, sort mail, fax and copy as needed; create and maintain files, records, and lists that may contain confidential information.
  • Prepare expense reports and purchase orders while effectively monitoring the department budget.
  • Reconcile monthly American Express/Visa/MasterCard statements for IA cardholders.
  • Assist with the preparation and submission of financial reports and other requested documents for the VP and Institutional Advancement staff.
  • Prepare and distribute materials for regular Fundraising and Resources Board Committee Meetings. Attend the meetings and take minutes.
  • Assist with logistical organization of special events.
  • Maintain current knowledge of College policies and procedures.
  • Oversee student workers.
  • Other duties as assigned.


  • Bachelor’s degree preferred


  • 2+ years’ experience in an office setting, including at least 2 years providing support to senior level management
  • Significant experience with Microsoft Office programs (Word, PowerPoint, Excel, Outlook)
  • Excellent oral and written communication, telephone, and interpersonal skills
  • Exceptional time management and organizational skills; ability to multi-task while remaining goal-focused
  • Ability to work under pressure, prioritize, meet deadlines and produce quality, detail-oriented work
  • Capacity to serve as the outward face of the IA office, greeting internal and external visitors and callers with a friendly, professional, and high-energy disposition
  • Proficiency with fund raising database programs (Raiser’s Edge) is a plus
  • Respect the confidentiality of the information that the Office of Institutional Advancement works with on a daily basis

Marymount Manhattan College is an affirmative action and equal opportunity employer.

Professional Level


Minimum Education Required

4-year degree