Administrative Assistant for Advancement Initiatives

The Office of Academy Resources (OAR) is seeking an Administrative Assistant to provide administrative support for members of the Advancement Initiatives team and is responsible for managing several team-wide administrative processes. They will report to the Director of Advancement Initiatives and support members of the team, including all activities related to prospect management, events, travel, volunteers, and reporting. This person will also support the direct marketing programs for the outreach programs and museums, ensuring seamless coordination and accurate execution. In addition, their responsibilities will include serving as a frontward facing representative of the team both in person (events) and over the phone and email.

ESSENTIAL FUNCTIONS/PRIMARY DUTIES AND RESPONSIBILITIES:

1. Support all administrative needs of Director and Associate Director and support team-wide projects as needed.
2. Prepare itineraries, briefings, research, and meeting materials for officer travel and complete and submit travel-related expense reports.
3. Maintain accuracy of donor tracking systems related to current and prospective donors including contact reports and other data entry.
4. Collaborate with Gift Services office to submit and reconcile gift and pledge related documentation as needed.
5. Prepare regular giving reports, donor reports, and lists for fundraising appeals using the Agilon ONE database, Tableau, Excel, and other internally built reporting tools.
6. Assist with marketing efforts and help to prepare and produce donor/prospect communications, appeal mailings, thank you notes, and other correspondence as needed.
7. Help to organize and coordinate events for specific program donors and volunteers by compiling invitation lists and managing responses; preparing event materials and assist with arranging catering needs and post-event follow up.
8. Field incoming inquiries on behalf of the team via phone, email, and occasionally in person.
9. Initiate payments to vendors and campus partners for services.
10. Participate in interdepartmental initiatives and other projects as needed.

MINIMUM JOB QUALIFICATIONS:

• Bachelor’s degree.
• 1-2 years experience working in a fast-paced institution/professional setting.
• Experience or interest in nonprofit fundraising preferred.

The Ideal candidate must have the following skills:

• Excellent attention to detail, communication, and organizational skills, as well as proficient computer and database skills.
• Self-motivation with the ability to prioritize, take initiative, and work independently with minimal supervision is critical.
• Proficiency in Excel, Word, and other computer programs.
• Ability to represent Andover by providing high level customer service.
• Keen attention to detail in writing and database management.

Occasional evening and weekend work may be required to meet deadlines as well as to collaborate with OAR colleagues to serve our campus, alumni, and parent constituencies.

For a complete description of this job, please refer to the attached job description

Phillips Academy is committed to equal employment opportunity and providing reasonable accommodation to applicants with physical and/or mental disabilities. We value and encourage diversity and solicit applications from all qualified applicants without regard to race, color, national origin, ancestry, religion, sex, pregnancy, sexual orientation, gender expression, gender identity, age, physical or mental disability, genetic information, veteran status, military service, application for military service or any other characteristic protected by law.