Advancement Administrative Assistant

The Kinkaid School•Houston, TX

3d•Onsite

About The Position

The Advancement Administrative Assistant will perform administrative tasks and services to support effective and efficient operations of the Advancement Department while providing administrative support to the Director of Advancement, Associate Director of Advancement, and Director of Community Engagement. The Advancement Administrative Assistant is responsible for communicating effectively with all constituents and maintaining confidentiality.

Requirements

2-5 years of full time administrative or general office support
Demonstrated competency with Gmail, Google Calendar, Google Sheets, Microsoft Excel, and Canva or similar software
Ability to effectively manage multi-faceted administrative priorities and workflows with efficiency, accuracy, and professionalism in a fast-paced environment
Attention to detail and problem-solving skills are required
Excellent interpersonal skills with the ability to manage sensitive and confidential situations with tact, professionalism, patience, and diplomacy
A collegial attitude, a self-starter mindset, and demonstrated ability to work collaboratively
Proven ability to exercise sound judgment and maintain high levels of discretion when supporting department leadership and handling sensitive institutional data

Nice To Haves

Experience with databases and other CRMs is a plus

Responsibilities

Manage calendars and messages, coordinate meetings and events, provide general administrative support for the Director of Advancement, Associate Director of Advancement, and Director of Community Engagement, and resolve logistical issues as they arise
Act as a point of contact for the Advancement department, answer and appropriately respond to emails, phone calls, or visitors, and prioritize response when necessary
Act as the department’s point of contact for meetings; manage calendar invitations, resolve scheduling conflicts, coordinate catering and facilities requests, and serve as a liaison with the Facilities staff to ensure spaces are “ready-to-meet”
Assist with meeting preparation such as nameplates, agendas, reports, and presentations
Maintain inventory for office and stationery supplies, monitor equipment and systems to ensure smooth day-to-day operations, manage the departmental celebration calendar (birthdays/milestones), and liaise with the Facilities Department to ensure a professional, tidy, and welcoming office environment in order to promote overall office efficiency and functionality
Organize and administer assigned departmental projects as they arise
Provide dedicated administrative coordination for visitors and Board-level reporting; assemble committee agendas, manage meeting logistics, and conduct background research
Reconcile invoices to submit for approval, ensure timely processing and budget allocation, and produce budget reports
Assist with stewardship and donor recognition projects; maintain inventory of existing and available naming opportunities, and prepare donor signage updates
Perform basic database maintenance, such as tracking constituent births, deaths, weddings, and changes of address.
Conduct preliminary donor research and assist with the assembly of prospect briefings, strategy docs, and dossiers
Design and produce visual content for the department, including slide presentations, digital and print invitations, and other marketing collateral, ensuring all materials adhere to Kinkaid branding guidelines
Provide support to donors, alumni, and parents, acting as a knowledgeable point of guidance
Serve as backup during busy periods or as necessary for various advancement projects and activities