Administrative Assistant II

Washington and Lee University • Lexington, VA

5d • $22

About The Position

We are seeking a highly organized and proactive Administrative Assistant to provide comprehensive administrative support to the Director of Leadership Giving and general administrative support for additional members of the Leadership Giving team. The successful candidate will play a vital role in ensuring the smooth operation of our fundraising team by managing administrative tasks, preparing reports and briefing materials, and facilitating efficient communication within the department. Washington and Lee University actively promotes a dynamic and welcoming environment that allows students and employees of multiple backgrounds and perspectives to learn, work, and thrive together. Successful candidates will contribute to that environment and exhibit potential for excellence in their areas of expertise.

Requirements

• High school diploma or equivalent; associate's or bachelor's degree preferred.
• Proven experience in administrative support roles, preferably in a fundraising or nonprofit environment or a combination of education and experience which would provide a similar level of skill.
• Proficiency in Microsoft Office suite (Word, Excel, PowerPoint) and experience with database management systems (e.g., Slate).
• Strong organizational skills and attention to detail, with the ability to prioritize tasks and manage multiple deadlines effectively.
• Ability to maintain confidentiality.
• Excellent communication (both orally and in writing) and interpersonal skills, with a professional and courteous demeanor.
• Ability to work independently and take initiative, as well as collaborate effectively in a team-oriented environment.
• Flexibility to occasionally work nights and weekends as required for special events or donor engagements.

Responsibilities

• Provide administrative assistance to the Director of Leadership Giving and Gift Officers, including managing calendars, scheduling appointments, and organizing meetings.
• Prepare and distribute correspondence, memos, and reports as needed.
• Handle incoming communications, including phone calls, emails, and mail, and respond or redirect as appropriate.
• Manage reimbursement requests and expense reports for the Director of Leadership Giving and Gift Officers.
• Track departmental expenses and assist with budget management as needed.
• Serve as the primary point of contact for donors, providing exceptional customer service and ensuring timely responses to inquiries.
• Coordinate donor visits and meetings, including scheduling appointments, arranging logistics, and preparing meeting materials.
• Assist with the preparation of donor briefings and presentations, ensuring accuracy and professionalism.
• Create and maintain donor records and contact information in the database (e.g., Slate) and update as necessary.
• Generate queries and run reports from Slate to support fundraising activities, donor stewardship, and prospect research.
• Ensure data integrity and accuracy in the donor database by regularly updating records and performing data entry tasks.
• Work collaboratively with team members to achieve departmental goals and objectives.
• Provide support and assistance to other members of the development team as needed.
• Other duties as assigned.

Benefits

• The University provides a comprehensive benefits package aimed at supporting the work-life balance, health and wellbeing, financial security, and professional development of employees.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED
• Number of Employees: 251-500 employees