Job Title: Executive Assistant
Location: Claremont, CA
Duration: Full time, Permanent
The Executive Assistant will provide comprehensive administrative support to the Director of Institutional Advancement, and to the Directors of Development and department staff as necessary.
The Executive Assistant to the Office of Advancement reports directly to the Director of Institutional Advancement. This position interacts with trustees, volunteers, administrators, faculty, staff, students, and parents.
ESSENTIAL DUTIES AND RESPONSIBILITIES
- Job responsibilities are assigned by the Director of Institutional Advancement, who may, in his sole discretion, alter, add to or eliminate job assignments anytime, with or without prior notice. Specific responsibilities include, but are not limited to:
- Administrative support for the Director of Institutional Advancement (approximately 50%) and Senior Directors of Development and the Advancement Office (approximately 50%). Support functions include:
- Correspondence and communication with trustees, major gift prospects and donors, including solicitation, cultivation and stewardship activities, as well as other sensitive or confidential matters.
- Schedule meetings, appointments and travel for the Director of Institutional Advancement.
- Support the Director of Institutional Advancement’s ongoing workflow and interaction outside the department including: Centennial Campaign, the Board of Trustees and its committees, Senior Administrative Team and its assignments and within the department, including regular team meetings and standing meetings.
- Oversee department budget reports in coordination with the Business Office.
- Ensure department has adequate supply of stationery and office supplies.
- Organize hard and computer files for Advancement Office business.
- Communicate with director(s) regarding current and daily events.
- All clerical related tasks.
- Support all advancement communications related to the Board of Trustees, Development/Marketing Committee, Centennial Campaign Committee, Leadership Gifts Committee and other primary volunteer groups. Includes committee correspondence, meeting materials and generating meeting minutes.
- Administrative support for The Centennial Campaign will include coordination of and preparation for meetings, donor visits and campaign events, record-keeping for campaign communications, campaign proposals, and follow-up materials. Assist with documentation of visits, proposals and follow-up.
- Oversee and maintain department calendar of events and meetings to ensure smooth coordination of activities.
- Assist with constituent updates and record maintenance in Raiser’s Edge database and Online Directory.
- Assist with RE gift entry and gift acknowledgement letters, as needed, including coordination with museum staff.
- Provide necessary support for special events.
- Ensure a confidential and professional environment when handling sensitive information regarding trustees, administrators, faculty, staff, students, and the schools’ community.
- Assist with admin front desk coverage when necessary.
- Other duties as assigned.
KEY QUALITIES OF TEAM
- Contributes to the delivery of the mission, vision, and values of the school community.
- Follows community policies and procedures and should model positive behavior.
- Works effectively as a team member and develops professional and productive relationships with colleagues.
- Understands boundaries and embraces responsibility for the care of students in loco parentis.
- Promotes a trust-based community by keeping appropriate confidences.
- Manages time effectively and meets deadlines and commitments.
- Communicates and responds to all school communications in a timely manner.
- Demonstrates flexibility and adaptability to change as needed.
EDUCATION AND EXPERIENCE
High school diploma required; college degree preferred. Minimum of two years in the development department of a professional for-profit or non-profit office environment. Previous Executive Assistant experience is a must.
A current California driver license with satisfactory motor vehicle record is required. A criminal background check must be successfully completed before employment can begin.
The Executive Assistant must have excellent verbal and written communication skills, a professional demeanor and excellent interpersonal skills that are required in working with diverse constituencies. The Executive Assistant must have the ability to work well under pressure, be responsive to deadlines, work well in a team environment, and manage several projects simultaneously. An ability to anticipate both immediate and longer term needs in a fast-moving environment is essential, as well as the ability to spot and correct any incomplete or inaccurate work before it is distributed from our office.
- Competency with Microsoft Word, Excel and Outlook
- Experience with Raisor's Edge a plus