Administrative Assistant

The Administrative Assistant provides administrative and clerical support to the Advancement office of the College. The role is responsible for supporting office operations, maintaining accurate donor records, coordinating correspondence, and supporting fundraising events and activities. The Administrative Assistant serves as a professional point of contact for alumni, donors, parents, and community partners, contributing to a welcoming and efficient office environment.

ESSENTIAL FUNCTIONS

• Serves as administrative assistant to all members of the advancement team from development directors to marketing and public relations team members.
• Performs daily gift logging and assists with gift processing.
• Submits work orders, general office orders and kitchen supplies.
• Reviews gift receipts for accuracy, prints receipts, tracks gift materials such as receipts being sent out, acknowledgement letters, etc.
• Publishes daily gift summary and other regularly occurring reports.
• Performs database functions including entering and pulling constituent information and updating records.
• Assists with regularly occurring development projects including mailings, special events, and record-keeping.
• Performs administrative functions including filing, assigning parking for guests, reserving golf carts for campus tours and general correspondence.
• Maintains the file room.
• Compiles and prepares data, reports, and information for meetings in coordination with the Director of Development Services.
• Performs general research tasks for the Advancement Office and President’s Office.
• Produces and prepares spreadsheets and PowerPoint presentations as needed.
• Assists as needed with maintaining the calendar of daily meetings and events for the Advancement Office including scheduling appointments and organizing activities.
• Assist the marketing department as needed in functions including but not limited to processing invoices, organizing contracts and subscriptions, assisting with the organization of media buys and other small projects, maintaining records and preparing reports, and coordinating with vendors and internal stakeholders to ensure smooth departmental operations.
• Contributes to the success of the department by performing all other duties as needed to drive the vision, fulfill the mission, and abide by the values of the College.

EDUCATION, WORK EXPERIENCE AND REQUIREMENTS

• A.A. Degree and 2 years of comparable experience.
• Positive attitude and willingness to learn new technology skills.
• Computer proficiency with Word, Excel, PowerPoint, Outlook, and the Internet.
• Must relate well to a variety of constituencies; have excellent skills in communication, including telephone and writing ability; strong interpersonal skills with a gracious demeanor in demanding situations; be extremely flexible in a fast-paced, dynamic environment; be self-motivated, showing initiative and perseverance; possess strong character and integrity; keep confidences; have strong organizational skills; enjoy working in a high multi-task environment; and work well as a “team player.”