Executive Assistant to the Assistant Head of School for Advancement

Executive Assistant to the Assistant Head of School for Advancement

Department:Office of School Advancement
Location:Washington, DC

Position Start Date:ASAP

Status:Full-time

Executive Assistant to the Assistant Head of School for Advancement

Reporting to the Assistant Head of School for Advancement, the Executive Assistant works seamlessly with the Assistant Head to provide administrative support. This position will also work with the Sidwell Friends Community including donors, Committee Members, and Trustees to facilitate meetings and events to organize and provide information as needed. The Executive Assistant will provide high-level, comprehensive, and confidential support to the Assistant Head and the Senior Directors of Advancement. He/She also serves as the Office Manager and liaison between the Assistant Head and the entire Office staff.

Essential Responsibilities:

• Maintain Assistant Head of School’s calendar and schedule meetings, including logistics while prioritizing meeting and event requests.
• Manage travel arrangements for Assistant Head and others in Advancement.
• Assure that the Assistant Head for Advancement is prepared for meetings with agendas, briefing memos, prospect or topic research, and briefing memos.
• Receive telephone calls for Assistant Head, including maintaining a call log.
• Assist with Assistant Head’s correspondence, including drafting responses and managing electronic gift agreements where appropriate.
• Input and update Assistant Head’s actions and notes in NXT, and support with next steps.
• Support Assistant Head with committee management including Governance and Campaign.
• Prepare agendas and manage all logistics for Senior Director Team meetings, including in-house staff presentations and the creation and collection of reports.
• Support strategic calendar management for full Advancement team

Responsibilities:

• Coordinate the logistics of meetings, including internal and external space/location reservations, agenda preparation, and food/catering orders in partnership with the Engagement team where appropriate.
• Staff and coordinate materials for weekly Individual Giving strategy meeting and create meeting notes. Confirm data updates in relation to the meeting.
• Keep Sidwell Friends School Advancement leadership apprised on progress of projects and issues found.
• Work with Senior Director of Advancement Services and Operations and the business office on budgeting and accounts payable.
• Serve as primary contact for invoices and payments for the Advancement Team.
• As requested, and in conjunction with Advancement Services, perform prospect research for both current and prospective donors for Advancement and School leadership.

• Assist in preparation for Trustee committee work in support of Advancement leadership.
• Maintain the Advancement's office inventory and order supplies
• Serve as primary liaison between the office of Advancement and Sidwell Friends’ Security and Facilities Departments to monitor maintenance and other physical space issues as required.
• Assist other members of the department on special projects, work orders, new hire tasks and space planning.
• As a member of the Advancement Team, support events through event assistance and assisting in event logistics as requested.
• Liaise between gift officers, the Engagement team, and the Assistant Head of Advancement to ensure gift agreements and acknowledgments are completed and shared in a timely manner.
• Prioritize conflicting needs; handle matters expeditiously, proactively, and follow-through on projects to successful completion maintaining sensitivity to deadline pressures.
• Other duties as assigned.

Qualifications

• Bachelor’s degree
• Minimum 1-3 years of professional office experience and preferably in an executive assistant position
• Interest in development, fundraising, public relations/marketing, and/or independent education; previous campaign experience preferred
• Ability to organize and complete multiple tasks simultaneously with close attention to detail and prioritization to meet deadlines
• Excellent computer skills with working knowledge of Microsoft Office suite
• Ability to create visually engaging presentations in Power Point
• Experience with Raiser’s Edge NXT is a plus
• Integrity; previous experience with highly confidential information preferred
• Positive, team-player attitude, willingness to be supportive to all Advancement partners
• Outstanding interpersonal, written and verbal communication, and problem-solving skills