Administrative Assistant to Leadership Giving Team

The Hotchkiss School•Lakeville, CT

About The Position

The Hotchkiss School Alumni and Development Department is seeking a proactive Administrative Assistant to join the Leadership Giving team. This team is responsible for maintaining relationships with donors who make significant gifts to Hotchkiss and who support the School’s priorities thoughtfully and generously. The assistant plays a core role in supporting the team through complex administrative tasks, high-level event coordination, and creative stewardship projects. It is important that the assistant understands the School’s values and mission and enjoys working collaboratively, proactively and as a part of a high-functioning team. The successful candidate must work independently, demonstrate discretion, and be willing to master new skills and technology.

Requirements

High school degree required, associate’s degree or higher preferred.
Administrative support experience.
Excellent organizational skills; ability to perform detailed tasks with a high level of accuracy.
Demonstrated in-depth knowledge of office practices, communications, and equipment.
Proficiency using G-Suite, Excel and Power Point, and some experience with database management.
A thorough command of correct grammar, sentence structure, and the standard conventions of composition is required.
Must be comfortable working accurately with numbers.
Demonstrated ability to handle matters of an extremely confidential nature is required.
Superior customer service skills required.

Responsibilities

Assist with preparing detailed event briefs for Trustees, the Head of School, and leadership giving colleagues.
Attend weekly team meetings, take minutes, and process debriefing notes into the database.
Support research, projects, and data entry for prospect management.
Organize calendars and schedule meetings, including setting up projection equipment in conference rooms.
Track donor meetings accurately using both spreadsheets and Raiser’s Edge software.
Coordinate travel arrangements and process travel expense reimbursements.
Maintain confidential files and records in an orderly and efficient manner.
Assist with planning events and developing event concept documents detailing strategy, target audiences, and deliverables.
Manage event logistics: request contact lists, process RSVPs in the database, coordinate with catering, and work with vendors for equipment and floral needs.
Create custom stewardship gifts for alumni using historical artifacts, photographs, and writings from the School's archives.
Perform all other duties and responsibilities as assigned.