Administrative Assistant to Leadership Giving Team

Position: Administrative Assistant to Leadership Giving Team

Department: Alumni and Development Office

FLSA: Non-Exempt

Schedule: Monday through Friday, with some evenings and weekends required.

Designation: Staff, full-time, calendar year

Reports to: Leadership Giving Administrator

Travel: Rare

The Hotchkiss School Alumni and Development Department is seeking a proactive Administrative Assistant to join the Leadership Giving team. This team is responsible for maintaining relationships with donors who make significant gifts to Hotchkiss and who support the School’s priorities thoughtfully and generously. The assistant plays a core role in supporting the team through complex administrative tasks, high-level event coordination, and creative stewardship projects. It is important that the assistant understands the School’s values and mission and enjoys working collaboratively, proactively and as a part of a high-functioning team. The successful candidate must work independently, demonstrate discretion, and be willing to master new skills and technology.

ESSENTIAL FUNCTIONS OF THE ADMINISTRATIVE ASSISTANT:

• Assist with preparing detailed event briefs for Trustees, the Head of School, and leadership giving colleagues.
• Attend weekly team meetings, take minutes, and process debriefing notes into the database.
• Support research, projects, and data entry for prospect management.
• Organize calendars and schedule meetings, including setting up projection equipment in conference rooms.
• Track donor meetings accurately using both spreadsheets and Raiser’s Edge software.
• Coordinate travel arrangements and process travel expense reimbursements.
• Maintain confidential files and records in an orderly and efficient manner.
• Assist with planning events and developing event concept documents detailing strategy, target audiences, and deliverables.
• Manage event logistics: request contact lists, process RSVPs in the database, coordinate with catering, and work with vendors for equipment and floral needs.
• Create custom stewardship gifts for alumni using historical artifacts, photographs, and writings from the School's archives.
• Perform all other duties and responsibilities as assigned.

QUALIFICATIONS:

• High school degree required, associate’s degree or higher preferred.
• Administrative support experience.
• Excellent organizational skills; ability to perform detailed tasks with a high level of accuracy.
• Demonstrated in-depth knowledge of office practices, communications, and equipment.
• Proficiency using G-Suite, Excel and Power Point, and some experience with database management.
• A thorough command of correct grammar, sentence structure, and the standard conventions of composition is required.
• Must be comfortable working accurately with numbers.
• Demonstrated ability to handle matters of an extremely confidential nature is required.
• Superior customer service skills required.

PHYSICAL CONDITIONS:

• Sitting at a desk and using a computer much of the time.
• Repetitive motion (use of computer keyboard).
• Occasional lifting of boxes and similar materials.
• Walking to other parts of campus to collect mail or packages may be necessary.

The essential functions and basic skills have been included. It is not intended to be construed as an exhaustive list of all functions, responsibilities, skills and abilities. Additional functions and requirements may be assigned by supervisors as deemed appropriate.

The Hotchkiss School is an equal opportunity employer and is committed to basing judgments concerning the employment of individuals upon their qualifications and abilities. The School is firmly committed to equal employment and advancement opportunities for all employees and applicants in all phases of the employment process (including recruitment, hiring, assignment, terms, and conditions of employment, compensation, benefits, training, promotion, transfer, discipline, and termination).

In accordance with applicable law, the School does not discriminate against any individual based on age, ancestry, color, genetic information, learning disability, marital status, past or present history of mental disability, national origin, physical disability, race, religious creed, sex, pregnancy, sexual orientation, gender identity or expression, veteran status, or any other protected characteristic.