Job Description
Date September 02, 2026
Position Vacancy Announcements
CAREER OPPORTUNITY EXECUTIVE ADMINISTRATIVE ASSISTANT Office of Institutional Advancement
ORGANIZE • COORDINATE • CONNECT • ADVANCE Appointment
Staff
Classification
Exempt, salaried
Salary Range
$45,000-$48,000 annually
Reports To
Vice Chancellor for Institutional Advancement
Location
New Orleans, Louisiana
Travel
No routine travel; occasional local travel
Position Overview Southern University at New Orleans (SUNO) invites applications for the position of Executive Administrative Assistant in the Office of Institutional Advancement. The Office works across the University community to strengthen SUNO's reputation and brand, deepen alumni and community engagement, support philanthropic initiatives, promote student workforce readiness, and advance institutional priorities.
Reporting to the Vice Chancellor for Institutional Advancement, the Executive Administrative Assistant provides high-level administrative and operational support, coordinates daily office activities, manages executive scheduling and communications, prepares confidential correspondence and reports, supports meetings and events, and facilitates communication with internal and external stakeholders. The position is fully engaged with Institutional Advancement units, except scholarship programs and University facility rentals.
Key Responsibilities - Provide executive-level administrative support to the Vice Chancellor for Institutional Advancement and assist with the daily operations, priorities, projects, and workflows of the office.
- Manage the Vice Chancellor's calendar, schedule appointments and meetings, coordinate logistics, anticipate needs, and help resolve scheduling conflicts.
- Answer and screen calls; greet and assist visitors; respond to routine inquiries; assess the urgency of incoming matters; and route issues to the appropriate University office or official.
- Prepare, edit, proofread, format, and independently draft correspondence, reports, presentations, proposals, briefings, meeting documents, and other executive communications using established guidance and approval processes.
- Compile special reports by gathering, organizing, analyzing, and summarizing information from documents, correspondence, databases, reports, and electronic files.
- Organize and maintain confidential paper and electronic records in accordance with University requirements, office procedures, and sound records-management practices.
- Receive and track requests, assignments, approvals, deadlines, and follow-up items, and provide timely status updates to the Vice Chancellor.
- Coordinate meetings by preparing agendas, handouts, presentations, situation reports, minutes, action-item summaries, and related materials.
- Serve as an administrative liaison with University leadership, staff, students, parents, alumni, donors, community partners, vendors, and other constituents, responding professionally and referring matters requiring executive action.
- Support Institutional Advancement events, alumni-engagement activities, donor-recognition programs, communications, and special initiatives through scheduling, correspondence, guest coordination, materials preparation, and follow-up.
- Prepare and track purchase requisitions, purchase orders, contracts, travel documents, expenditures, approvals, and supporting fiscal records in accordance with University procedures.
- Maintain office supplies, equipment records, contact lists, shared calendars, and administrative systems; protect confidential information; support special projects and committees; and perform other related duties as assigned.
Required Qualifications - High school diploma or equivalent.
- Four years of progressively responsible executive, administrative, or office-support experience, or an equivalent combination of education and experience.
- Demonstrated experience preparing professional correspondence, coordinating executive schedules, maintaining confidential records, and supporting office operations.
- Advanced proficiency in Microsoft Word, Excel, PowerPoint, Teams, and Outlook; proficiency in Handshake and Blackbaud Raiser's Edge is required.
Preferred Qualifications - Associate or bachelor's degree in business administration, office administration, communications, public administration, or a related field.
- Five to seven years of experience supporting an executive-level position, preferably in higher education, advancement, fundraising, alumni relations, or a related environment.
- Experience with purchasing, budgeting, contracts, event support, customer relationship management systems, or institutional databases.
Knowledge, Skills, and Professional Attributes - Excellent interpersonal, oral, and written communication skills, with strong proofreading ability and a professional customer-service orientation.
- Ability to engage professionally, diplomatically, and courteously with individuals raising sensitive or difficult concerns.
- Proven ability to support an executive, contribute to a high-performing team, anticipate needs, manage competing priorities, meet deadlines, and adapt to shifting demands.
- Discretion and sound judgment in handling confidential personnel, donor, financial, student, and executive information.
- Strong critical-thinking, problem-solving, decision-making, organization, project-management, records-management, scheduling, and administrative-coordination skills.
- Meticulous attention to detail and a consistent commitment to accuracy, responsiveness, dependability, and professional service.
- Aptitude for adopting data-driven productivity tools, workflow automation, emerging technologies, and new digital platforms.
Work Environment and Physical Requirements Work is primarily performed in a professional office setting, with periodic participation in University and Institutional Advancement events. The position requires the ability to sit, stand, walk, climb stairs, communicate verbally and in writing, use a keyboard and standard office equipment, and lift or carry materials weighing up to 10 pounds, with or without reasonable accommodation. No routine travel is required; occasional local travel may be assigned based on University needs.
SUNO Benefits SUNO offers eligible employees a comprehensive benefits package that may include: - Health insurance: through the Louisiana Office of Group Benefits (OGB). Learn more
- Retirement: through the Teachers' Retirement System of Louisiana (TRSL). Learn more
- Dental insurance: offered through UNUM. Learn more
- Vision insurance: offered through UNUM. Learn more
- Paid time off and University holidays: for eligible positions, in accordance with University policy. Learn more
Benefit eligibility, enrollment, employee contributions, coverage, leave accrual, and retirement participation are governed by applicable plan documents, state law, University policy, appointment type, and employment eligibility.
Application Materials Applicants should submit a letter of interest, current résumé, unofficial transcripts for all degrees awarded, and contact information for three professional references. Official transcripts and additional documentation may be required before appointment. Review of applications will continue until the position is filled.
Equal Opportunity Employer Southern University at New Orleans (SUNO) is an Equal Opportunity Employer. Non-Discrimination Statement In compliance with Title IX of the Education Amendments of 1972, Title VI and VII of the Civil Rights Act of 1964, Section 504 of the Rehabilitation Act of 1973, and other federal, state, and local laws, Southern University at New Orleans (SUNO) forbids discriminating or harassing conduct that is based on an individual's race, color, religion, sex, ethnicity, national origin or ancestry, age, physical or mental disability, sexual orientation, gender identity, gender expression, genetic information, veteran or military status, membership in Uniformed Services, and all other categories protected by applicable state and federal laws.
This commitment applies but is not limited to decisions made with respect to hiring and promotion, the administration of educational programs and policies, scholarship and loan programs, and athletic or other University-administered programs. Discriminatory acts of any kind are strictly forbidden.
Americans with Disabilities Act (ADA) Statement Southern University at New Orleans (SUNO) complies with federal and state disability laws and makes reasonable accommodations for applicants and employees with disabilities. If reasonable accommodation is needed to participate in the job application or interview process, to perform essential job functions, and/or to receive other benefits and privileges of employment, please contact the Office of Human Resources.
AN EQUAL OPPORTUNITY EMPLOYER • STATE AS A MODEL EMPLOYER (SAME)
Job Tags
Work at office, Local area, Shift work