Advancement Administrative Assistant

The Administrative Assistant is an essential member of the Advancement Department. Reporting to the Dean of Advancement, the Assistant supports the work of the Dean of Advancement (DOA) and Assistant Dean of Advancement (ADOA). The Assistant must be available to work in the office all five business days (with reduced summer hours); this is not a remote or hybrid position. Additionally, this position includes periodic weekends and evening hours in order to support department events.

General overview of responsibilities:* Executive Support * Support the DOA in managing priorities, deadlines, and strategic initiatives as well as tracking action items/requests, and monitoring follow-up activities. * Help ensure timely completion of assignments and deliverables requiring the DOA's review or approval. * Triage the flow of requests to the DOA and incoming communications, prioritizing issues requiring attention. * Manage the DOA’s calendar, including scheduling meetings, resolving conflicts, forecasting time periods, and ensuring alignment with institutional priorities. * Support the coordination of domestic and international travel arrangements, including preparing itineraries, researching transportation, accommodations, and related travel logistics for DOA and ADOA. * Serve as contact for internal and external stakeholders for DOA.

• Materials Development & Preparation
• Collect and organize Board meeting materials and team inputs to create first drafts for DOA.
• Prepare 1st drafts for some donor correspondence on behalf of the DOA.
• Prepare donor briefing documents and background information for DOA and ADOA.
• Prepare visit materials for DOA and ADOA.
• Coordinates signature process for acknowledgments.

• Office Support
• Track department budgets.
• Support Advancement events by working check-in tables and supporting nametag preparations.
• Assemble Advancement events calendar.

• Database
• Maintain constituent records and ensure accurate data.
• Enter visit...