Office Assistant, Development
About The Position
The Office Assistant, Development provides administrative and operational support to the Development team within the Advancement Office. The position reports to the Associate Vice President for Development and supports the AVP as well as frontline fundraising, planned giving, and corporate and foundation relations staff. The position functions within the operational core of the Development office, interacting with major donors and senior College staff, and providing support to both on-site and remote team members engaged in fundraising activities. The position also serves as a primary point of contact for alumni, parents, and other constituents contacting the office by phone or in person. The role requires strong organizational skills, independent judgment, and the ability to manage competing priorities across multiple teams in a fast-paced environment. Additional requirements include professionalism, discretion, and effective communication and data management abilities, as well as the capacity to anticipate operational needs. The position supports the overall efficiency and effectiveness of the Development office. Occasional evening or weekend hours are required in support of donor events, reunion, and campaign activities.
Requirements
- Associate's degree and three or more years of administrative experience
- Experience working with confidential donor, financial, and personal information
- Experience with data management and financial reporting
Nice To Haves
- Bachelor's degree
- Experience in higher education advancement, nonprofit fundraising, or another relationship-driven professional environment
- Experience supporting travel-heavy teams or coordinating complex scheduling across multiple calendars
- Experience with Google Workspace and Microsoft Office
- Salesforce CRM a plus
- Planned giving, tax or financial reporting experience a plus
- Equivalent combination of education and experience
Responsibilities
- Supports the AVP and frontline team with calendar management, meeting preparation, and briefing materials for donor visits and off-campus meetings
- Serves as the friendly and professional first point of contact for visitors and callers, acting as a knowledgeable and welcoming guide.
- Supports and coordinates team travel: logistics, itineraries, and background materials for donor visits and off-campus meetings
- Prepares correspondence, memoranda, meeting materials, proposals, invitations, and gift acknowledgement
- Maintains confidential donor documentation and departmental files, both electronic and physical
- Assists with logistics and material preparation for on- and off-campus events, including donor visits, prospect events, committee meetings, staff meetings, retreats, campaign planning sessions, and planned giving seminars
- Coordinates planned giving beneficiary and tax reporting, grant requests, and disbursements
- Maintains and proofreads donor data and gift tracking information; entering and maintaining contact reports, proposals, and constituent records in the College's CRM; running basic queries and portfolio reports as requested
- Prepares and submits expense reports; monitors departmental budget lines and processes purchase orders, invoices, and reimbursements
- Coordinates onboarding and offboarding logistics for new and departing staff as needed
- Serves as the point of contact for office supply inventory, equipment, facilities requests, and deliveries
- Performs other duties as assigned
Benefits
- For Benefits Information, please navigate to the following link: Employment - Work at Hamilton - Hamilton College
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What This Job Offers
Job Type
Full-time
Career Level
Mid Level
Education Level
Associate degree
