The Executive Assistant to the Assistant Head of School for Advancement (AHoS) provides direct and comprehensive administrative support including calendar and travel management, individual and group meeting scheduling and meeting preparation, modest event planning and execution, support with written and digital correspondence and telephone communication, and digital file management in Google as well as the CRM database. This position interacts with the Sidwell Friends external community including donors and volunteers to facilitate meetings, support events, and to organize and provide information as needed. The Executive Assistant will also provide high-level and confidential support for the Senior Directors as requested and general office management for the Advancement Team.
This position provides direct executive-level support and offers the opportunity to contribute to the success of a dynamic team, support impactful initiatives, and build relationships with a vibrant community. Ideal candidates understand the need for confidentiality and are professional, detailed, strong communicators, adaptable, and resourceful. They will prioritize conflicting needs; handle matters expeditiously, proactively, and follow-through on projects to successful completion maintaining sensitivity to deadline pressures.
Essential Responsibilities
Calendar, Scheduling, and Travel Management
- Manage and prioritize the AHoS’s calendar.
- Schedule and plan meetings and manage logistics including preparing agendas, briefing materials, prospect or topic research, and ensuring timely follow-up as needed.
- Set up and test virtual meetings (Zoom) and provide tech support during meetings as needed.
- Manage travel arrangements for AHoS and others in Advancement.
Correspondence and Communication
- Receive telephone calls for AHoS, including maintaining a call log, and ensure follow-up.
- Assist with AHoS’s correspondence, including drafting responses and managing electronic gift agreements in Adobe.
- Input and update AHoS’s actions and notes in RE NXT, and support with next steps. Ensure accuracy and integrity in all data entered in the CRM and related systems.
- Liaise between Advancement Services and Operations, Engagement, and Individual Giving teams to ensure gift agreements and acknowledgments are completed and shared in a timely manner.
- Maintain organized physical and digital filing systems and archive outdated files.
- Monitor confidentiality requirements and ensure secure handling of sensitive information.
Special Projects and Research
- Support AHoS with volunteer committee management including Governance and Campaign.
- Collaborate with the AHoS in development of presentations for Board of Trustee meetings.
- Staff and coordinate the agenda and materials necessary for the biweekly Advancement staff meeting. Draft meeting minutes and manage follow-up as needed.
- Prepare materials for Senior Directors reporting including in-house staff presentations and the creation and collection of reports.
- Generate regular reports for leadership such as donor engagement metrics and event outcomes.
- Keep Advancement leadership apprised on the progress of projects and challenges found.
- As requested, and in conjunction with Advancement Services, conduct prospect research for current and prospective donors.
Event Support
- Assist with Advancement event management including internal and external space/location reservations, agenda preparation, and food/catering orders.
- Support Advancement events with email and website support, advanced and onsite registration, and name tag production.
- Partner with the Engagement team with event briefings as needed.
Office Management
- Support strategic calendar management for full Advancement team.
- Serve as primary contact for invoices and payments for the Advancement Team. Process all invoices in a timely manner.
- Work with Senior Director of Advancement Services and Operations and the business office on budget related tasks.
- Maintain and organize the Advancement's office and swag 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 with onboarding new hires and space planning.
- Identify inefficiencies in administrative processes and suggest improvements.
- Document workflows and standard operating procedures.
- Other duties as assigned.
Qualifications
- Bachelor’s degree
- Minimum 1-2 years of professional office experience and preferably in an executive assistant position
- Interest in development, fundraising, stewardship, 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 and Adobe are a plus
- Integrity and 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
The School has reviewed this job description to ensure that essential functions and basic duties have been included. It is intended to provide guidelines for job expectations and the employee’s ability to perform the position described. 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. This document does not represent a contract of employment, and the School reserves the right to change this job description and/or assign tasks for the employee to perform as the School may deem appropriate.
Salary
- Salary Range $75,000-$80,000. Salary will be commensurate with experience and qualifications.
To Apply
To be considered, qualified candidates must upload a cover letter, resume, and three references through our online application system (ClearCo). To learn more about our school, please visit https://www.sidwell.edu.
Diversity Statement
Sidwell Friends School affirms the centrality of diversity and inclusion in all aspects of academic and campus life. Honoring a multiplicity of voices, we celebrate shared joys and address tensions productively. Together, we are guided by Quaker testimonies and seek to answer the question, “How do we nurture a sense of belonging in our community and demonstrate our commitment to a just world
