Job Details

Executive Coordinator

Position Number: 6774959
Location: Seattle, WA
Position Type: Executive Assistants

Executive Coordinator

Seattle University

Executive Coordinator

FLSA Status: Nonexempt

Months Per Year: 12

Hours Per Week: 37.5

Employment Status: Full-Time

Work Model: Hybrid Eligible*

Seattle University will be one of the most innovative and progressive Jesuit and Catholic universities in the world, educating with excellence at the undergraduate, graduate, and professional levels. We embrace an intersectional framework for defining diversity in its broadest sense, including differences in gender, gender identity, race, ethnicity, generational history, culture, socioeconomic class, religion, sexual orientation, national origin, citizenship status, political perspectives, geographic origin and physical ability. Seattle University strives to be a welcome, open and safe campus climate for all who learn, live and work at Seattle University.

Seattle University's Core Competencies

Effective Team Collaboration: Works harmoniously with others towards a common goal, leveraging individual strengths to achieve shared objectives.

Emotionally Intelligent Communication: Engages in a skillful exchange of information, thoughts, and feelings, verbally and non-verbally.

Ethics and Integrity: Demonstrates an unwavering commitment to honesty, professionalism, and alignment with our Jesuit mission in all actions and decisions.

Flexibility and Innovation: Embraces change, approaching problems with curiosity adaptability, and is committed to making a positive impact.

Mindful Inclusion: Fosters mindful inclusion by consciously creating a workplace that celebrates differences, embraces cultural humility, and empowers uniqueness.

Outcomes-Driven Orientation: Sets clear objectives, pursues excellence, and delivers measurable outcomes while upholding Jesuit Catholic values.

Position Description

Reporting directly to the Senior Vice President for University Advancement, the Executive Coordinator provides high-level executive assistance and operational support to ensure the smooth and effective functioning of the SVP's office. This role manages complex scheduling and communications, prepares materials for key meetings and donor engagements, and serves as a central point of coordination for internal and external stakeholders to the office of the SVP.

In addition to executive support, the Executive Coordinator contributes to divisional operations by assisting with annual planning efforts, maintaining shared documentation and tools, and supporting select cross-functional projects. Through careful coordination and strong administrative execution, this role helps advance University Advancement's strategic priorities and strengthens collaboration across the division.

As a member of the University Advancement team, the Executive Coordinator supports a culture of care, teamwork, inclusion, and continuous improvement in service to Seattle University's mission.

Essential Job Functions

Executive Support and Operations (70%)

Provide proactive administrative and operational support to the Senior Vice President (SVP) for Advancement, serving as a central point of contact for the SVP's office.
Manage complex calendars and schedule meetings with direct reports, Advancement and university leadership, campus partners, campaign counsel, donors, and other key stakeholders. Prepare donor and event briefs as needed.
Prepare meeting materials, presentations, talking points, and reports for internal and external audiences.
Make travel arrangements and manage related logistics for the SVP.
Provide general organizational support including maintaining documents in the shared UA drive and supporting annual planning activities.
Track the SVP's donor portfolio and Presidential prospects, inputting next steps and contact reports in Raiser's Edge.
Manage and track Presidential and UA participation in sponsorship events, including invoice processing, registrations, and guest lists.
Serve as a resource for UA staff and campus partners, responding to questions, directing inquiries, and ensuring timely communication and follow-up.

Meeting and Event Coordination (15%)

Coordinate meeting and event logistics, including guest list development, RSVPs, and collaboration with Advancement Services to secure and reconcile guest data in the donor database.
Support division-wide events, retreats, and special projects, including but not limited to all-UA meetings, including agenda development and materials preparation.
Partner with University Events, Catering, Public Safety, OIT, and other units to ensure seamless logistics and exceptional guest experiences.
Compile agendas, briefing materials, and related communications; manage hybrid meeting technology as needed.
Provide day-of logistical and administrative support, facilitate communication with partners, and complete post-event follow-up including thank-yous and debriefs.

Project, Planning, and Operations Support (15%)

Provide general support for select projects and operational initiatives led by the SVP or Chief of Staff:

Assist with organizing materials, documenting next steps, and maintaining shared tools such as trackers, calendars, and planning documents.
Contribute to annual planning and divisional operations by preparing materials and helping track progress on key priorities.
Gather information and data from internal partners as needed to support leadership planning, presentations, and routine operations.
Support the development of small process improvements that enhance clarity, efficiency, and coordination within the SVP's office.

Other Duties as Assigned

Conduct donor research as needed.
Participate in professional development and contribute to a culture that is collaborative and inclusionary with a continuous improvement mindset.
Perform other responsibilities as needed to support the mission of University Advancement and Seattle University.

Qualifications

High school diploma or equivalent, plus five or more years of progressively responsible administrative support experience.
Strong organizational and time management skills, including the ability to manage multiple priorities with excellent attention to detail.
Demonstrated ability to communicate effectively-both orally and in writing-with diverse audiences including university leadership, donors, and campus partners.
High level of discretion and professionalism, with the ability to maintain confidentiality and follow university protocol.
Demonstrated commitment to valuing diversity, fostering inclusion, and contributing to an equitable working and learning environment.
Proficiency with Microsoft Office Suite, including Outlook, Word, Excel, and PowerPoint.
Ability to learn new software and technologies quickly, including donor databases such as Raiser's Edge.
Strong interpersonal skills, customer-service orientation, and the ability to work collaboratively in a fast-paced environment.

Preferred Qualifications

Experience providing executive-level administrative support, preferably in higher education, nonprofits, or development environments.
Experience coordinating complex meetings or events, or supporting logistics for high-level engagements.
Familiarity with customer relationship management systems (e.g., Raiser's Edge, Salesforce) and/or mass communication tools.
Strong writing, editing, and presentation formatting skills.
Experience with basic budgeting or financial processes (e.g., invoice processing, tracking expenses).
Experience supporting small projects, cross-functional initiatives, or annual planning activities.
Working knowledge of layout or design tools (e.g., Canva, Adobe InDesign) a plus.
Highly organized, patient, friendly, and detail-oriented with a demonstrated commitment to excellent service.

Application Instructions

Please attach a cover letter with your resume when applying. Job postings are open until filled, unless otherwise specified.

Compensation at a Glance

Salary Range: 55,000.00 - 60,000.00 annually

Seattle University has provided a compensation range that represents its good faith estimate of what the University may pay for the position at the time of posting. The salary offered to the selected candidate will be determined based on factors such as the qualifications of the selected candidate, departmental budget availability, internal salary equity considerations, and available market information, and not based on a candidate's gender or any other protected status.

Your total compensation goes beyond the number on your paycheck. Seattle University provides generous leave, health plans, and retirement contributions that add to your total compensation package.

Benefits at a Glance

Consistent with its fundamental Jesuit values, Seattle University offers a wide range of benefits designed to care for the whole person. Choose from three different medical plans, a dental, and vision insurance programs. Protect your income with life, short & long-term disability coverage. Plan for your future with up to a 10% employer contribution for retirement benefits, comprised of a 5% nonelective employer contribution and an additional dollar-for-dollar match of your voluntary contributions up to a maximum of 5%. You may also take advantage of 100% paid tuition benefits for the employee and dependents, a subsidized transportation benefit, a wellness program with free access to an onsite fitness facility, and a wide variety of campus events. Enjoy a generous holiday schedule, including a paid Holiday break closure in December, vacation and paid sick leave, and paid community service leave. For more information explore the Benefits website at: https://www.seattleu.edu/hr/benefits/

Hybrid Eligible

This position may be eligible for a hybrid schedule after successful completion of an introductory work period of 3-6 months. This may mean that a hybrid eligible role will begin on-campus initially and then will transition to hybrid format following onboarding and training. Flexible work plans are subject to periodic review and may be changed or terminated at any time for any reason at the university's discretion.

All employment offers are contingent upon the successful completion of a background check.

To apply, please visit: https://seattleu.csod.com/ux/ats/careersite/8/home/requisition/3003?c=seattleu