Advancement Administrative Assistant

Berkeley•Tampa, FL

1d•Onsite

About The Position

The Advancement Assistant is an integral member of Berkeley Preparatory School’s Office of Institutional Advancement, which oversees fundraising, volunteer engagement, family and alumni relations, and Advancement communications. Serving as a primary point of contact for donors, volunteers, alumni, parents, faculty, staff, and school leadership, the Advancement Assistant plays a vital role in advancing the School’s philanthropic and engagement goals. This position provides comprehensive administrative, operational, and programmatic support for fundraising and constituent engagement initiatives. Responsibilities include coordinating events and volunteer activities, managing donor stewardship and recognition processes, assisting with gift acknowledgements and communications, maintaining constituent records, and supporting the execution of annual and long-term advancement strategies. The Advancement Assistant provides direct support to key engagement programs, including the Berkeley Alumni Association, Berkeley Parents’ Association, and the Berkeley Fund annual giving program, helping to foster a culture of philanthropy and lifelong connection to Berkeley Preparatory School.

Requirements

Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
Experience with database management, preferably Raiser's Edge.
Excellent organizational and time management skills.
Strong written and verbal communication skills.
Ability to manage multiple priorities and meet deadlines.
Discretion and ability to handle confidential information.
Experience in event planning and coordination.
Customer service orientation and ability to interact professionally with diverse constituents.

Nice To Haves

Experience in an independent school or non-profit setting.
Familiarity with fundraising principles and practices.
Experience with alumni relations and volunteer management.

Responsibilities

Manage the daily operations of the Office of Institutional Advancement and provide administrative support to the Director of Institutional Advancement and the Advancement team.
Maintain calendars for the Director of Institutional Advancement, Advancement Office, and designated campus meeting spaces.
Coordinate and schedule meetings, appointments, and campus events, ensuring complete and accurate calendar details.
Approve and manage facility reservations for designated Advancement spaces, including the Board Room, Divers Alumni Room, and Vasiloudes Courtyard.
Develop and maintain comprehensive annual Advancement calendars, color-coded by program area, to coordinate fundraising, engagement, and stewardship activities and prevent scheduling conflicts.
Meet regularly with the Director of Institutional Advancement to coordinate priorities, follow-up activities, correspondence, reports, meetings, and events.
Organize Advancement staff meetings, including room reservations, agendas, reminders, and departmental schedules.
Assist in planning and coordinating annual department retreats and team-building activities.
Register staff members for professional development opportunities, conferences, and workshops.
Coordinate travel arrangements for the Director of Institutional Advancement and prepare detailed travel itineraries and supporting materials.
Order and maintain departmental office supplies and materials.
Process purchase orders, invoices, check requests, facility requests, maintenance requests, and catering requests.
Provide backup reception and visitor support as needed.
Coordinate employee recognition activities, team celebrations, and departmental events.
Provide administrative and operational support for Advancement Services and donor database management.
Assist with gift processing and gift acknowledgment procedures.
Prepare gift batch prelists and supporting documentation.
Provide backup support for gift entry and acknowledgment processes in Raiser’s Edge.
Enter and maintain constituent records, contact reports, event attendance records, and related database information.
Assist with database requests, distribution lists, and email list generation.
Support data integrity and quality assurance initiatives.
Coordinate administrative and logistical support for Advancement-sponsored events and school-wide engagement activities.
Support the planning and execution of fundraising, alumni, parent, volunteer, stewardship, and cultivation events.
Coordinate invitations, registrations, guest tracking, name tags, attendee lists, and event communications.
Support event logistics including facility reservations, catering, rentals, audiovisual needs, and event setup.
Support the development and implementation of event-day procedures, including registration, check-in, and post-event follow-up.
Provide administrative and organizational support for volunteer programs and the Berkeley Blazers organization.
Maintain accurate membership records and rosters.
Track dues-paying members and membership renewals.
Coordinate annual membership renewal and recruitment communications.
Produce and distribute the annual Berkeley Blazers Directory.
Coordinate invitations, registrations, catering, meeting materials, room setup, agendas, and name tags.
Support volunteer leaders with communications, reports, scheduling, and administrative needs.
Provide timely follow-up and support for volunteer initiatives and activities.
Support donor engagement, stewardship, and cultivation activities under the direction of Advancement leadership.
Assist with the coordination of meetings involving the Head of School, current families, prospective donors, and volunteers.
Prepare donor packets, informational materials, and presentation resources.
Support stewardship and cultivation events through invitation management, response tracking, and event coordination.
Assist with Capital Campaign committee meetings and related administrative activities.
Coordinate donor recognition efforts, including donor signage and recognition displays across campus.
Maintain records related to donor recognition and stewardship activities.
Provide reporting and administrative support for fundraising, events, and volunteer engagement activities.
Create and maintain reports, spreadsheets, donor lists, and tracking systems.
Monitor event registrations, participation, and financial activity.
Maintain accurate records for volunteer and donor engagement initiatives.
Assist with benchmarking and performance reporting.
Support internal and external reporting needs for Advancement leadership and volunteers.