Job Title: Executive Assistant to the Vice President for Advancement and Admissions
Department: Advancement and Admissions
Location: Graceland University, Lamoni, Iowa
Reports to: Vice President for Advancement and Admissions
Overview:
Graceland University is seeking a highly organized, proactive, and professional Executive Assistant to support the Vice President for Advancement \& Admissions and the Executive Director of Admissions. This role is central to the success of both fundraising and enrollment efforts, serving as a trusted partner to executive leadership while ensuring seamless daily operations.
As part of this team, you will play a key role in advancing the university’s mission by supporting strategic initiatives, coordinating high\-level engagement with donors and prospective students, and helping to build a vibrant, inclusive, and student\-centered community.
This position requires a high level of discretion, adaptability, and initiative, with a strong focus on communication, organization, and relationship management in a fast\-paced, dual\-focus environment.
This is a full\-time, on\-campus position with a dual reporting relationship to the Vice President for Institutional Advancement and Admissions and the Executive Director of Admissions. The position is based in the Admissions suite on the Lamoni, Iowa campus.
Key Responsibilities:
* Provide Executive\-Level Administrative Support:
+ Manage sensitive and complex correspondence for senior leadership, exercising discretion, and sound judgment.
+ Ensure timely and accurate flow of information across advancement and admissions to support executive decision\-making.
+ Support strategic initiatives, communications, and projects aligned with institutional priorities, enrollment goals, and fundraising efforts.
* Coordinate Executive Scheduling \& Operations:
+ Manage calendars, travel, and meeting logistics for the Vice President and Executive Director of Admissions.
+ Coordinate scheduling across executive leadership, including Advancement, Admissions, Marketing, and the President’s Office as needed.
+ Prepare reports, presentations, and materials to support planning, tracking, and operational effectiveness.
* Support Donor \& Prospective Student Engagement:
+ Coordinate donor visits, cultivation activities, and stewardship events in partnership with advancement leadership.
+ Support high\-level prospective student engagement, including coordinating visits, events, and communications for key recruits and families.
+ Oversee logistics and hospitality for donors, prospective students, alumni, and university partners.
+ Execute virtual and in\-person events supporting both fundraising and enrollment initiatives.
* Facilitate Leadership Coordination \& Institutional Events:
+ Support planning and execution of board meetings, leadership meetings, admissions events, and university\-wide programs.
+ Coordinate communication and logistics across departments to ensure alignment and efficiency.
* Manage Confidential Records \& Communications:
+ Prepare and maintain executive correspondence, reports, and confidential meeting minutes.
+ Ensure accuracy, organization, and security of sensitive donor, prospect, and student information.
* Drive Operational Excellence:
+ Maintain efficient daily operations supporting both advancement and admissions functions.
+ Identify opportunities to improve processes and workflows that enhance effectiveness and service.
+ Demonstrate initiative, adaptability, and strong problem\-solving skills in a fast\-paced environment.
* Support Enrollment Strategy \& Admissions Operations:
+ Assist with coordination of recruitment activities, including campus visit programs and special events.
+ Support communication workflows for prospective students and applicants.
+ Collaborate with admissions leadership to align executive priorities with recruitment operations.
* Contribute to a Culture of Belonging \& Impact:
+ Demonstrate a commitment to Graceland’s mission and a culture of inclusion, service, and student success.
+ Build relationships with students, alumni, donors, and colleagues to enhance the overall university experience.
+ Support initiatives that strengthen both fundraising outcomes and student enrollment and retention.
* Qualifications:
- Bachelor’s degree preferred
- 3–5 years of experience supporting senior leadership or executive\-level operations
- Strong organizational, time management, and multitasking skills
- Excellent written and verbal communication skills
- High level of professionalism, discretion, and confidentiality
- Experience with Microsoft Office (Outlook, Word, Excel, PowerPoint, Teams); CRM experience (Raiser’s Edge NXT and/or Slate) preferred
- Ability to work flexible hours during peak periods and special events
- Experience in higher education preferred
- Competitive salary and benefits package
- Professional development opportunities
- Opportunity to work closely with senior leadership and make a direct impact on enrollment and fundraising success
Benefits:
* Click Apply to Submit your resume and cover letter outlining your qualifications and experience as they relate to this role. Please include examples of how you have supported executive leadership, managed complex operations, or contributed to organizational success in a fast\-paced environment.
A collaborative, mission\-driven environment focused on student success and community