Executive Assistant to Alumni & Development

Department:    Alumni and Development Office

FLSA:                   Non-Exempt

Schedule:           Monday through Friday - 8:30 a.m. to 5 p.m., with some evenings and weekends required. 

Designation:     Staff, full-time, calendar year

Reports to:        Executive Assistant to the Interim Chief Advancement Officer

Travel:                 Rare

SUMMARY

As an integral part of the Alumni & Development department, the Executive Assistant delivers high-level administrative, event, and programmatic support across the Parent Engagement, Advancement Services, and The Hotchkiss Fund teams. This role handles essential operations, from managing office supplies and equipment maintenance to also collaborating and providing backup administrative partnership for the Leadership Giving Team. The successful candidate has at least seven years of experience as an executive assistant or similar and is an independent, highly organized self-starter who anticipates needs, embraces technology, and safeguards confidential information.  It is important that the assistant understands the School’s values and mission and enjoys working collaboratively as a part of a high-functioning team.

This is a full-time, on-campus position for someone who thrives on supporting front-line fundraisers, managing events and calendars, has excellent written and verbal communication skills and has an affinity for managing details,  event planning and logistics.

ESSENTIAL FUNCTIONS OF THE EXECUTIVE ASSISTANT

• Schedule and attend Alumni and Development team meetings, take minutes, and process debriefing notes into the database.
• Maintain confidential files and records in an orderly and efficient manner and handle routine data processing within the Alumni & Development office.
• Support Parent Engagement with planning and implementation of events, including developing event concept documents detailing strategy, target audiences, and deliverables as well as event invitation mailings, creating labels, folding, stuffing, sealing, and labeling.
• Manage event logistics, outreach, on-site coordination and budget tracking. Process registrations, print nametags, coordinate with catering and facilities, and work with vendors for equipment and floral needs.
• Assist with preparing detailed event briefs for Trustees, the Head of School, and leadership giving colleagues.
• Provide support for The Hotchkiss Fund Team with mailings, some event planning and coordination, printing nametags, and ordering of gifts.
• Manage inventory and order office and kitchen supplies.
• Perform all other duties and responsibilities as assigned.

QUALIFICATIONS

• High school degree required, associate’s degree or higher preferred.
• 7 - 10 years of experience of providing administrative support to executives and/or gift officers.
• Experience developing and applying office processes.
• The ability to manage multiple open tasks and projects.
• Excellent organizational skills; ability to perform detailed tasks with a high level of accuracy.
• Demonstrated in-depth knowledge of office practices, communications, and equipment.
• Proficiency using G-Suite, Excel and Power Point, and database management.
• A thorough command of correct grammar, sentence structure, and the standard conventions of composition.
• Must be comfortable working with numbers and spreadsheets.
• Demonstrated ability to handle matters of an extremely confidential nature.
• Event leadership, planning and customer service experience.

PHYSICAL CONDITIONS

• Sitting at a desk and using a computer much of the time.
• Repetitive motion (use of computer keyboard).
• Occasional lifting of boxes and similar materials.
• Walking to other parts of campus to collect mail or packages may be necessary.

ADDITIONAL INFORMATION

The essential functions and basic skills have been included. It is not intended to be construed as an exhaustive list of all functions, responsibilities, skills and abilities. Additional functions and requirements may be assigned by supervisors as deemed appropriate.

The Hotchkiss School is an equal opportunity employer and is committed to basing judgments concerning the employment of individuals upon their qualifications and abilities. The School is firmly committed to equal employment and advancement opportunities for all employees and applicants in all phases of the employment process (including recruitment, hiring, assignment, terms, and conditions of employment, compensation, benefits, training, promotion, transfer, discipline, and termination).

In accordance with applicable law, the School does not discriminate against any individual based on age, ancestry, color, genetic information, learning disability, marital status, past or present history of mental disability, national origin, physical disability, race, religious creed, sex, pregnancy, sexual orientation, gender identity or expression, veteran status, or any other protected characteristic.