Administrative Assistant - Advancement Department

Part-Time Administrative Assistant to the President & Director of Advancement

Position Summary

Essential Responsibilities

• Serve as a trusted organizational partner to the President and Director of Advancement.
• Build and maintain systems for calendars, schedules, priorities, deadlines, meetings, and follow-up.
• Coordinate schedules and logistics to maximize the efficient use of leadership time.
• Track action items and ensure important commitments and projects move forward.
• Prepare meeting materials, correspondence, documents, and presentations as needed.
• Maintain organized electronic and physical records with appropriate discretion and confidentiality.
• Anticipate needs and proactively address administrative obstacles.

• Translate priorities into clear timelines, task lists, workflows, and project trackers.
• Coordinate multiple projects efficiently while maintaining accuracy and attention to detail.
• Monitor progress and follow up with appropriate individuals to ensure timely completion.
• Identify opportunities to streamline processes and improve organizational efficiency.

• Provide administrative support for donor cultivation, stewardship, recognition, and thank-you efforts.
• Prepare donor gifts, correspondence, mailing materials, and other stewardship items.
• Maintain accurate advancement records and assist with data entry and reporting.
• Develop and maintain a strong working knowledge of database; Blackbaud and related advancement systems.
• Support the Director of Advancement with donor information, schedules, follow-up, printing, filing, and other administrative needs.

• Provide logistical support for select school, advancement, alumnae, donor, and community events.
• Assist with event materials, invitations, registration, supplies, catering, hospitality, and follow-up.
• Manage routine administrative tasks including printing, copying, filing, scanning, ordering, mailing, and office supplies.
• Assist with meeting preparation, including ordering lunches and organizing materials.
• Represent Regina with warmth, professionalism, discretion, and care when interacting with students, families, alumnae, donors, volunteers, vendors, and community members.

Qualifications

• Associate's or bachelor's degree preferred, or equivalent professional experience.
• Exceptional organizational, time-management, and project-coordination skills.
• Demonstrated ability to create efficient systems and workflows.
• Strong attention to detail, accuracy, and follow-through.
• Excellent written, verbal, and interpersonal communication skills.
• Proficiency with Microsoft Office and Google Workspace.
• Ability and willingness to learn, maintain, and support the use of Blackbaud.
• Ability to prioritize effectively and manage multiple responsibilities within a part-time schedule.
• High degree of professionalism, discretion, confidentiality, and sound judgment.
• Ability to work independently, anticipate needs, and take initiative.
• Experience in education, advancement, nonprofit, executive administration, or project coordination preferred.
• Familiarity with Catholic education or a mission-driven organization preferred.

The Ideal Candidate

Mission Alignment

• The President and Director of Advancement are organized, prepared, and able to focus on their highest priorities.
• Calendars, deadlines, projects, and follow-up are consistently managed.
• Effective systems exist for recurring administrative and advancement processes.
• Blackbaud information and workflows are maintained accurately.
• Donor and community commitments receive timely and thoughtful follow-through.
• Projects move forward because details are anticipated and coordinated.
• The President and Director of Advancement can confidently say:“I know it is being handled.”