Administrative Assistant - Advancement Department

Archdiocese of Detroit•Warren, MI

3d•Onsite

About The Position

Regina High School seeks a highly organized, proactive, mission-driven professional to serve as Administrative Assistant to the President and Director of Advancement. This part-time position provides the organizational infrastructure, administrative support, and project coordination necessary for both leaders to work efficiently, strategically, and with intentionality. This is more than a traditional administrative role. The successful candidate will build and maintain systems that organize schedules, priorities, projects, deadlines, communications, and follow-through. This individual will anticipate needs, manage details, and create efficiencies that allow the President and Director of Advancement to focus their time on leadership, relationships, fundraising, and the mission of Regina High School. The successful candidate will approach administrative excellence as an act of service, supporting Regina's mission to form young women of faith, intellect, and purpose.

Requirements

Associate's or bachelor's degree preferred, or equivalent professional experience.
Exceptional organizational, time-management, and project-coordination skills.
Demonstrated ability to create efficient systems and workflows.
Strong attention to detail, accuracy, and follow-through.
Excellent written, verbal, and interpersonal communication skills.
Proficiency with Microsoft Office and Google Workspace.
Ability and willingness to learn, maintain, and support the use of Blackbaud.
Ability to prioritize effectively and manage multiple responsibilities within a part-time schedule.
High degree of professionalism, discretion, confidentiality, and sound judgment.
Ability to work independently, anticipate needs, and take initiative.

Nice To Haves

Experience in education, advancement, nonprofit, executive administration, or project coordination preferred.
Familiarity with Catholic education or a mission-driven organization preferred.

Responsibilities

Serve as a trusted organizational partner to the President and Director of Advancement.
Build and maintain systems for calendars, schedules, priorities, deadlines, meetings, and follow-up.
Coordinate schedules and logistics to maximize the efficient use of leadership time.
Track action items and ensure important commitments and projects move forward.
Prepare meeting materials, correspondence, documents, and presentations as needed.
Maintain organized electronic and physical records with appropriate discretion and confidentiality.
Anticipate needs and proactively address administrative obstacles.
Translate priorities into clear timelines, task lists, workflows, and project trackers.
Coordinate multiple projects efficiently while maintaining accuracy and attention to detail.
Monitor progress and follow up with appropriate individuals to ensure timely completion.
Identify opportunities to streamline processes and improve organizational efficiency.
Provide administrative support for donor cultivation, stewardship, recognition, and thank-you efforts.
Prepare donor gifts, correspondence, mailing materials, and other stewardship items.
Maintain accurate advancement records and assist with data entry and reporting.
Develop and maintain a strong working knowledge of database; Blackbaud and related advancement systems.
Support the Director of Advancement with donor information, schedules, follow-up, printing, filing, and other administrative needs.
Provide logistical support for select school, advancement, alumnae, donor, and community events.
Assist with event materials, invitations, registration, supplies, catering, hospitality, and follow-up.
Manage routine administrative tasks including printing, copying, filing, scanning, ordering, mailing, and office supplies.
Assist with meeting preparation, including ordering lunches and organizing materials.
Represent Regina with warmth, professionalism, discretion, and care when interacting with students, families, alumnae, donors, volunteers, vendors, and community members.