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Administrative Assistant, Advancement, Principal Gifts, Presidential/Trustee Strategy

Skidmore College
New York, United States
Salary Not Specified
Posted Date
Dec 1, 2022
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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

  1. Provides program support with external 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 involvement.
  • 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 technologies
  • Program support with internal constituents
    • 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
  • General Office 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 Planning.
    • 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 management
    • 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
  • Travel Planning & Other Duties
    • 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 times.
    Experience: 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
    • Resume
    • List of Three References
    Pay Range: 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 practice.


    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.


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