The Administrative Assistant performs necessary internal and
external functions in support of the Associate Vice President,
Advancement, the Executive Director of Principal Gifts, and several
front-line fundraisers. They provide programmatic support for a
number of initiatives involving external constituents (the
Leadership Gifts Committee, the President’s Leadership Council, and
the Tang National Advisory Council) and internal constituents (the
Principal Gift Strategy Reviews and MB107 participant selection
process). The Administrative Assistant also supports with travel
planning and arrangements, plus general office duties including
correspondence, reports, data entry and prospect management,
mailings, Tang Museum solicitations and event planning,
departmental budget and expense tracking, and outreach to alumni
and parent prospects and volunteers. The Administrative Assistant
collaborates with three other Administrative Assistants to provide
overall office support and phone coverage for the Collyer Vice
President for Advancement, Associate Vice President, Assistant Vice
President, and other Advancement Office leaders. Due to the nature
of the responsibilities, this staff member must work with senior
development professionals, President’s Office staff, members of the
Board of Trustees, faculty members and high-level donors and
volunteers. The Administrative Assistant also must be flexible and
highly technically skilled, have the ability to juggle multiple
priorities, and handle volumes of confidential information.
Primary Job Duties
- Provides program support with external constituents
Program support with internal constituents
- Supports the work of the President’s Leadership Council virtual
and in-person meetings, helping with event and session planning,
meeting materials, tracking status, and related logistics.
- Supports the Leadership Gifts Committee by helping prepare
materials and manage logistics for meetings, tracking status,
recording action steps, and providing support for volunteer
- Works with the Director, Principal Gifts & Strategy to
provide support needed for the Tang NAC and Tang fundraising
efforts, including presentation support and creation of annual
appeals, acknowledgements, and other outreach.
- Coordinates on these projects with a wide variety of campus
partners and off-campus volunteers and vendors.
- Session participants can include the President, Board Chair and
other Trustees, senior volunteers, and top-level prospects.
- Helps to plan prospect visits to campus including logistical
arrangements, manage group hotel arrangements and discount
negotiations, and general schedule planning
- Helps to prepare presentation materials in PowerPoint and other
General Office Duties
- Supports the Principal Gifts team with the weekly Principal
Gift Strategy Review meetings, helping shape the agenda, record and
archive strategy brainstorming ideas, and capture key strategic
action steps in the database.
- Supports a staff member with the biannual MB107 sessions
regarding invitee selection.
- Plans meetings, video conferences, etc. and organizes meeting
material, scheduling, and virtual links.
- Maintain office calendars, schedule meetings, conference &
Zoom calls, and reserve conference rooms or other on-site or
off-site meeting locations
Travel Planning & Other Duties
- Responsible for all internal and external correspondence for
the AVP, Executive Director, and front-line fundraisers they
support as well as office-related support for travel.
- Provide office-related support for the Collyer VP, Advancement
when the senior administrative assistant is out of the office.
- Coordinate mailings/merges, answer both primary and secondary
lines for Advancement, VP, Principal Gifts, Major Gifts, Gift
- Process daily donor acknowledgements
- Handle the updating of Prospect Management system within thankQ
for proposals, projections, tasks, and other data entry needs
- Student worker supervisor, including hiring and day-to-day
- Provide administrative support for the management of the
Advancement and Principal Gift budgets including the tracking of
back-up materials, running of reports, and reconciliation of the
departments P-card and SCIP card.
- Filing and daily distribution of mail
- Responsible for international (as needed) and domestic travel
arrangements, VISA, schedules, itineraries, cash advances, foreign
exchange management, and expense reports.
- Communicates with potential and current donors, volunteers,
parents, and alumni to schedule visits and/or provide specific
arrangements for meetings.
- Support other groups’ programs and activities as needed at peak
3-5 years of increasing office and
administrative responsibilities. Knowledge of various aspects of
technology (specifically the Advance System and MS products) is
critical to success in this position.
Required documents needed to apply:
- On-line application
- Cover Letter
- List of Three References
Commensurate with experience
In order to prevent or significantly reduce the risk of
COVID-19 transmission at Skidmore College and protect all members
of the College community from infection, successful candidates will
be required to submit proof of full vaccination as a condition of
employment, unless exempted as a reasonable accommodation of a
medical condition or sincerely religious belief or
Skidmore College is committed to being an inclusive campus
community and, as an Equal Opportunity Employer, does not
discriminate in its hiring or employment practices on the basis of
race, color, creed, religion, gender, age, national or ethnic
origin, physical or mental disability, military or veteran status,
marital status, sex, sexual orientation, gender identity or
expression, genetic information, predisposition or carrier status,
domestic violence victim status, familial status, dating violence,
or stalking, or any other category protected by applicable federal,
state or local laws.
Employment at Skidmore College is contingent upon an acceptable
background check result.
CREATIVE THOUGHT MATTERS.