Administrative Assistant To Advancement

Reporting to the Director of Advancement and taking direction from the Director of International Advancement, the Administrative Assistant to Advancement provides administrative support to the Director of Advancement and the Director of International Advancement.

Primary Duties and Responsibilities:

• Provide administrative support to the Director of Advancement and Director of International Advancement, including calendar management, email and written correspondence, travel arrangements and trip coordination, international events, and expense reimbursement

• Maintain donor prospect contact information in the database, generate database reports and extracts in order to provide current information on the status of donors' and other constituents' cultivation, giving history, and biographical information, send contact updates to Alumni Records

• Collaborate with Deerfield's International Trustees and their assistants to coordinate Asia travel for the Head of School and other Deerfield employees

• Assist in the preparation, organization, and coordination of on and off campus meetings and events for Director of Advancement and Director of International Advancement, including planning community dinners, prospect meetings, and international receptions/events

• Process Passport and Visa applications when necessary for the Director of International Advancement; research current travel requirements for countries where the Director of International Advancement will be traveling

• Package and prepare materials and gifts for international mailing in advance of events/trips

• Provide support to the Deerfield Asia Council's bi-annual meetings held in Asia or virtually

• Format, proofread and edit correspondence, reports, meeting notes, spreadsheets, and other materials

• Assist with the assembly of travel binders for the Head of School and/or Board President international trip itineraries.

• Enter contact notes into Banner and Google documents

• Work with the prospect research team to better understand and continue to grow the international alumni and parent pool

• Maintain positive relationships with constituents, prospects, volunteers and donors

• Manage timely submission of invoices and check requests from Office of Advancement staff members

• Schedule monthly support staff meetings; book meeting room; assist in creation of and dissemination of meeting agendas

• Assist in ordering and maintaining office supplies

• Assist with new employee onboarding as requested

• Assist with special projects as needed

• Other duties as assigned

Job Specifications

• Associates Degree required

• 3-5 years of experience in an administrative role

• Excellent office and computer skills, including database management and extractions

• Proficiency with Google Drive/Docs and MS Office with particular ability in Excel, Word and Outlook

• Ability to learn and use in-house communication tools such as, Wrike, and Salesforce/Exact Target for bulk emails; as well as ability to learn and use a database /CRM such as Crystal Reports, Banner, or equivalent database.

• Excellent oral and written communication skills

• Excellent organization, interpersonal, and proofreading skills

• Ability to prioritize and handle multiple tasks under deadline pressure

• Exceptional attention to detail

• Sensitivity to highly confidential information

• Demonstrated commitment to diversity and inclusion and to serving the needs of a diverse community

• Ability to work independently and take initiative in a fast-paced environment

Physical Job Demands

• Close visual acuity to analyze data and figures and to view a computer terminal

• Ability to sustain substantial movements of the wrist, hands, and/or fingers

• Ability to occasionally lift, carry, push, pull, or otherwise move objects up to 10 lbs

• Ability to occasionally stoop, kneel, or reach

Working Conditions

The worker is mainly in an office environment, and not substantially exposed to adverse environmental conditions.

Disclaimer

The above job description is intended to describe the general nature and level of work being performed by employees assigned to this classification. This job description is not intended to be construed as a comprehensive list of all responsibilities, duties, and skills required of personnel so classified. It is expected that job duties and responsibilities will develop over time commensurate with performance.