Advancement Administrative Assistant
About The Position
The Administrative Assistant supports the daily operations of the fundraising office by providing high-level administrative and logistical support to the Vice President of Institutional Advancement (VP) and the team. This role is responsible for managing schedules, handling donor correspondence, maintaining accurate database records for trusteeship materials, and assisting with travel logistics for the VP and other leadership. The ideal candidate is organized, detail-oriented, and able to manage multiple priorities while maintaining professionalism and discretion. The work of our organization may change as we continuously seek to have greater impact. All of our team members must be flexible and able to adapt to short and long-term shifts in their job duties.
Requirements
- Working knowledge of Microsoft Office Suite, Google Suite.
- Ability to maintain confidential information and to foster trust among donors andхих donors and prospects.
- Ability to manage detailed checklists and logistics related to travel.
- Strong attention to detail.
- Working knowledge of email, word processing and spreadsheet applications (Excel, Word, Gmail).
- Working knowledge of database structures.
- Strong collaboration and communication skills.
- Outstanding organization and time management skills.
- Ability to proofread a wide variety of written pieces.
- High School Diploma or GED equivalent.
- Minimum 2+ years professional experience using Microsoft Office and Google suites.
- Minimum 2+ years working in a professional office setting.
- Minimum of 2+ years working with email, word processing and spreadsheet applications (Excel, Word, Gmail).
- Strong interpersonal skills
Nice To Haves
- Experience with Raiser’s Edge software
- Experience with the product Workday
Responsibilities
- Provide administrative support to the Vice President of Institutional Advancement with calendar management, travel coordination, and meeting logistics
- Assists with setting up donor visits for the President and key university volunteer solicitors
- Serve as first point of contact for donor inquiries via email, phone, mail, and in-person
- Draft, format, and proofread correspondence sent on behalf of the Vice President
- Responsible for office supply ordering and management
- Process invoices and expense reports related to fundraising activities
- Serve as a liaison between fundraising staff and internal/external stakeholders
- Assist with donor database maintenance: inputting contact information, tracking donations, generating reports, and maintaining data accuracy
- Manages Trusteeship Committee materials, including reports, charts, and data entry
- Assist in coordinating mailings and donor communications
- Support event planning and logistics for donor meetings, cultivation events, and stewardship activities
- Execute routine stewardship mailings and acknowledgements
Benefits
- The University will provide reasonable accommodations to qualified individuals with disabilities.
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What This Job Offers
Job Type
Full-time
Career Level
Entry Level
Education Level
High school or GED
