Executive Assistant to the Chief Advancement Officer

Amherst College


Amherst has taken a leadership role among highly selective liberal arts colleges and universities in successfully diversifying the racial, socio-economic, and geographic profile of its student body. The College is similarly committed to enriching its educational experience and its culture through the diversity of its faculty, administration and staff.

Job Description:

Amherst College invites applications for the Executive Assistant to the CAO position. Given Amherst's distinction as one of the most diverse liberal arts colleges in the country, the successful candidate will demonstrate the w ays in which they bring value to and will work towards supporting a broadly diverse community.

The Executive Assistant to the Chief Advancement Officer provides administrative and logistical support for the Chief Advancement Officer, the Associate Chief Advancement Officer, and the Director of Prospect Information & Strategy, and, by association, to the president, trustees, top donors, administrators, faculty, alumni, parents, and friends who are served by Advancement. The Assistant serves as the primary point of administrative contact with the Office of the President and the Office of the Board of Trustees and the senior staff for Advancement matters. The Assistant tracks and documents activity related
to Principal Giving donors, organizes and prepares materials for meetings and committees, including two Board committees. The Assistant manages the overall administration and coordination of Advancement meetings and Advancement staff events.

Summary of duties and responsibilities:

Administrative Support to the CAO/ACAO

• Facilitates the efficient utilization of the CAO's/ACAO's time through the development and coordination of a complex calendar of appointments, meetings, networking engagements, and college functions with individuals and groups.
• Represents Advancement in communications with a diverse set of internal and external constituents, serving as the first point of contact in the CAO office. Warmly engage, exercise independent judgment, and respond to inquiries with discretion, providing accurate information regarding College policies or decisions. Maintain confidentiality in carrying out responsibilities; take initiative in problem-solving; independently handle sensitive situations using tact and diplomacy; use initiative to ensure matters requiring attention are handled appropriately; work effectively in situations meeting expected deadlines; refer inquiries to the appropriate office or person when necessary; and follow up to determine the inquirer's satisfaction with the response.
• Ensures the completion of a broad range of administrative tasks for the CAO/ACAO including: proactively managing the calendar, arranging travel, expense reports; composing and preparing correspondence that is sometimes confidential; arranging complex and detailed travel plans, itineraries, and agendas; and compiling documents for travel-related meetings and on-campus activities - including for other campus, trustee and alumni leaders working on behalf of Advancement.

College Relations

• Provides a bridge for smooth communication between Advancement and other departments, including serving as liaison with the President's Office. Demonstrates leadership to maintain credibility, trust, and support with a diverse set of colleagues across campus.
• Assists the CAO in oversight functions by reviewing, monitoring, and approving forms and reviewing correspondence and documents prepared by other offices for the president's signature. Researches, prioritizes, and follows up on incoming issues and concerns addressed to the CAO, including those of a sensitive or confidential nature. Determines appropriate course of action, referral, or response. Ensures trip reports/follow-up from CAO travel and donor or volunteer meetings is completed.
• In collaboration with the CAO, supports the work of the Board of Trustees Committee on Institutional Advancement and Trusteeship Committee. Includes preparing quarterly meeting materials for the trustee committee members.

Principal Gift Prospect Support

• Schedules meetings with donors for the CAO, President, and others on behalf of Advancement.
• Coordinates research, briefing memos from prospect managers and produces other supporting materials for Presidential (or other Senior Administrator or Trustee) trips or events on behalf of Advancement. Proofreads and edits briefing memos before sending to the President, Trustee, Senior Administrator, or Host of an event.
• Supports the Campaign Co-chairs - as the key point of contact, working closely with their assistants to coordinate meetings, travel, conference calls, and acknowledgment of requests
• Prepare meeting and call materials and record minutes.
• Proactively manages the Chief Advancement Officer's prospect list including tracking and updating progress levels (in partnership with Prospect Management colleagues) and solicitation pipeline information, and entering contacts and other information including trip reports and events into the Advancement database.
• Requests donor updates and coordinates work with Prospect Development team to seamlessly provide updated information on prospects.
• Expedites requests and inquiries from College staff and faculty, trustees, alumni, parents, friends, and key volunteers as needed.

Division Coordination

• Assists in coordinating the agenda of Department Heads and Managers meetings, off-sites, and all-staff meetings.
• Maintains departmental information including organizational charts and department head minutes.
• Provides coordination support for all staff meetings and events
• Assists in evening and weekend events on and off-campus

Qualifications
Required:

• Bachelor's degree, or 7 years of administrative experience in lieu of degree
• 5+ years of related experience
• Strong organizational skills that reflect the ability to perform and prioritize multiple
  tasks seamlessly with excellent attention to detail.
• Strong interpersonal skills and the ability to build relationships with a diverse group of stakeholders,
  including staff, board members, external partners, and donors.
• Expert-level written and verbal communication skills. Ability to translate and interpret
  data.
• Demonstrated commitment to working with a diverse community and to
  contributing to an intentionally inclusive culture.
• Demonstrated proactive approaches to problem-solving with strong decision-making capability.
• Emotional maturity and highly resourceful team player, with the ability to also be effective independently.
• Proven ability to handle confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of customer/client service and response.
• Demonstrated ability to achieve high-performance goals and meet deadlines in a fast-paced environment. Forward-looking thinker, who actively seeks opportunities and proposes solutions.

Amherst College is pleased to provide a comprehensive, highly competitive benefits package that meets the needs of staff and faculty and their families. Benefits are an important part of our overall compensation, so it is critical that you review all of the options to ensure it meets your total compensation requirements. Click here for Benefits Information .

Amherst College requires all employees to be fully vaccinated for COVID-19 (medical and religious exemptions may apply).

Interested candidates are asked to submit a resume and cover letter online at https://amherst.wd5.myworkdayjobs.com/Amherst_Jobs . Please be sure to upload all requested documents in the first step of the application process. Applications cannot be revised once submitted. Review of applications will begin immediately and will continue until the position is filled.

To find information about job group and level (JGL) follow this link.

PI154138990