Key Responsibilities

• Serves as the primary administrative partner to the leader of the Advancement function.
• Handles procurement of departmental materials and coordinates general administrative needs.
• Develops onboarding processes and schedules for newly hired team members.
• Plans and organizes team gatherings, including preparing agendas and overseeing logistics.
• Coordinates planning of internal and external retreats, identifying venues and managing scheduling.
• Monitors the department’s operational financial plans, ensuring accurate tracking and reporting.
• Processes departmental expenses and works with finance to reconcile monthly records.
• Reviews and approves transactions made with departmental purchasing cards.
• Collaborates with administrative offices to facilitate stewardship outreach efforts.
• Schedules meetings with supporters on behalf of the Advancement lead and organizational head.
• Greets and assists external guests including board participants and philanthropic partners.
• Ensures timely engagement in projects requiring leadership insight or direction.
• Assists with coordination of Advancement-related gatherings, utilizing donor management software.
• Oversees scheduling across the team, maintaining a shared calendar of events and activities.
• Organizes internal recognition moments and morale-boosting initiatives such as birthdays and team celebrations.
• Participates in committee meetings relevant to fundraising and campaigns; prepares summaries and records key takeaways.
• Ensures timely distribution and storage of materials from meetings, including uploading documents to internal platforms.
• Balances immediate needs with long-term planning; drafts and distributes communications both inside and outside the organization.
• Maintains and tracks annual performance feedback tools and timelines for the Advancement team.

Qualifications

• Holds a four-year college degree.
• Previous experience in advancement, fundraising, or nonprofit/school settings is preferred.
• Familiarity with donor relationship management systems and cloud-based tools is a plus.
• Must be comfortable using Microsoft Office products.
• Skilled at multitasking and adapting to shifting priorities.
• Delivers consistent, detail-oriented results while meeting deadlines.
• Maintains confidentiality and exercises discretion with sensitive information.
• Communicates clearly and professionally with a variety of stakeholders.
• Availability for occasional after-hours responsibilities tied to events or critical deadlines (advance notice provided).

Other Information

• Final hiring includes completion of standard post-offer screenings, including substance testing and a background check.

Physical Considerations

This role requires frequent sitting, regular use of hands and verbal communication, occasional standing or walking, and periodic lifting of light objects (up to 10 lbs). Visual concentration and flexibility in focus are needed. Reasonable accommodations can be provided when necessary.