Assistant to the Vice President of Advancement & Advancement Operations

Hamilton College•Anderson, NY

1d•Onsite

About The Position

Serves as the first point of contact for the Advancement Office. Staffing the front desk of the Anderson-Connell Alumni Center, greeting visitors, and answering the main line while providing direct administrative support to the Vice President of Advancement and Advancement Operations. Core duties include calendar and travel coordination, budget administration, event support, database maintenance, Anderson-Connell facility monitor, and oversight of divisional student employment.

Requirements

Associates degree plus five or more years of experience in an administrative support position.
Exceptional judgment, discretion, and ability to handle highly confidential information.
Superior organization and time-management skills; able to juggle competing priorities.
Excellent written and verbal communication skills.
Advanced proficiency in Google Workspace and Zoom.
Strong problem-solving skills; able to anticipate needs and resolve conflicts independently.

Nice To Haves

Experience (typically 3-5+ years) providing administrative support to C-suite executives, senior management, or multiple department heads preferred.
Equivalent combination of education and experience will be considered.

Responsibilities

Serve as front-desk receptionist and central phone line contact for trustees, alumni, parents, and visitors.
Coordinate the Vice President's travel arrangements, itineraries, and confidential briefing materials; support the Senior Philanthropic Officer's travel, calendar, and expenses.
Manage the Vice President's daily calendar of appointments and events.
Draft and prepare reports, correspondence, donor acknowledgement letters, and fundraising progress materials.
Support administration of the division-wide annual budget, including monthly reporting, expense tracking, and reimbursement processing.
Coordinate department meetings, gatherings, and event logistics, including Homecoming, events and dinners related to the work of the Vice President and Reunion Weekends.
Recruit, train, and supervise 6–8 student employees; coordinate ~60 annual student positions division-wide.
Handle office logistics: mail distribution, supplies, equipment/vendor liaison, and facilities work orders.
Maintain Advancement listservs, phone lists, calendars, and CASE membership.
Support new-hire welcome events and staff departures.
Performs other duties as assigned by the Assistant Director, Advancement Operations, including duties on behalf of the Vice President as coordinated through the Assistant Director.