What are the responsibilities and job description for the Executive Assistant to Chief Advancement Officer and Director of Advancement position at St. Paul’s School?

St. Paul's School seeks an Executive Assistant who will provide administrative, clerical and technical support to the Chief Advancement Officer (CAO) and Director of Advancement (DoA). Daily tasks include managing calendars, travel and working closely with team leadership on enhancing the progress of the team’s fundraising priorities.

Essential Duties and Responsibilities include the following (other duties may be assigned at any time at the discretion of the employee’s supervisor) :

Manages and coordinates calendars, troubleshoots calendar conflicts, ability to prioritize and make judgements based on current needs and focus of the CAO and DoA;
Proactively arranges meetings and travel needs;
Serves as the external representative of the Advancement Office across campus;
Works closely with the Rector’s office on coordinating travel and event needs that include the Rector and the CAO and DoA;
Responsible for managing the timely acknowledgement of leadership gifts by the CAO and DoA;
Serves as the lead organizer for all international travel, including arranging travel details, managing itineraries and serving as point of contact for all parties throughout international trips;
Serves as the point of contact for and manages all inquiries of Advancement from both internal and external sources;
Manages the Advancement budget by processing all expenses, reconciling monthly credit card statements and accurately tracking monthly analysis of expenses;
Create reimbursement expense vouchers and ensure proper backup of receipts and itineraries as needed;
Create personalized letters, envelopes and other materials using Microsoft Word and Excel;
Other duties as assigned.

Supervisory Responsibilities : none

Qualification Requirements :

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and / or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Three to five years’ experience in a similar role;

Good oral and written communication skills; including thorough knowledge of business English, spelling and grammar;

Strong computer skills, including experience with Microsoft Word and Excel;

Strong organizational skills with the ability to multi-task;

Strict confidentiality with professionalism is mandatory;

Ability to communicate clearly with teammates and senior management;

Ability to collaborate across organizational boundaries on multiple simultaneous projects;

Attention to detail.

Additional Desired Qualifications :

Associate’s or Undergraduate degree;

Raiser’s Edge database experience preferred;

Philanthropic mindset, committed to the spirit of fundraising and charitable giving;

Interest in and passion for creative problem solving, new ideas, and new ways of doing things;

Proven success achieving goals and delivering results;

Proven organizational, follow-through, and follow-up skills;

Strong interpersonal skills when working with colleagues and external constituent;

Utmost discretion with regard to donor personal information.

Physical Demands :

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, would occasionally be required to stand, walk, sit, reach with hands and arms, climb or balance, stoop or kneel, talk and hear, and use fingers and hands to feel objects, tools or controls

Specific vision abilities required include close vision, distance vision, depth perceptions, and the ability to adjust focus

Must be able to climb stairs and be capable of using visual display keyboard with continuous wrist movement on a keyboard

Must occasionally lift and / or move up to 25 pounds

Work Environment :

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Typical of a normal office, some exposure to outdoor elements resulting from movement between physical locations.

Other :

Occasional work outside of normally scheduled working hours is required. An occasional weekend is required for significant School events.

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Executive Assistant to Chief Advancement Officer and Director of Advancement

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