Temporary (3-6mo) Assistant to the Director of Principal and Major Gifts

REPORTS TO: Director of Principal and Major Gifts SCHEDULE: Temporary-Full Time 37.5 hours/week, typical hours Monday - Friday, 8:30am - 5:00pm. Approx. 3-6 month assignment. Schedule may vary according to departmental and Academy needs. Pay Group Type Status Fiscal Year Weeks Class Department Location BiWkly (Hourly) Temporary Full-Time Full Year (52 weeks) Staff Institutional Advancement On-Campus Position Purpose Facilitates the smooth functioning of the Major Gifts Office by organizing, coordinating, and performing administrative support for the Director. Also provides administrative support to the Regional Directors of Major Gifts as needed. Job Responsibilities Completes a broad variety of administrative tasks for the Director of Principal and Major Gifts and the Director of International Gifts and Principal Gifts and the Major Gifts Office, including: fielding phone calls; maintaining the calendar and scheduling team-wide meetings and meetings with myriad campus partners and stakeholders; composing and preparing correspondence; assisting with management of the budget; proofreading and preparing gift agreements for donor signature, completing expense reports; arranging travel plans, itineraries, and agendas; and compiling a variety of documents for internal and external meetings. Sets up travel itineraries and arranges transportation for domestic and international travel by the Director, Regional Directors of Major Gifts (as needed) and the Principal and other senior officials of the Academy who travel on behalf of Institutional Advancement. Provides support for the Canadian Foundation and the Exeter Asia Council (EAC). Plans and orchestrates events in regions around the country and world, including the management of invitations and responses, and assists in planning on-campus events. Prepares meeting materials, which relate to Major Gifts, and special projects including draft responses, trustee meetings, spreadsheet functions, and report generation. Files correspondence, screens telephone calls and processes mail. Assists the Director and the Major Gifts team with prospect portfolio management, including information updates and prospect tracking in the database and maintaining prospects lists specific to special projects. Organizes the periodic review of office systems and recommends changes if needed. Prepares reports and information for major gift volunteers. Knowledge, Skills and Competencies Respect for diversity of identities and experiences, an orientation toward equity and inclusion, and cultural competency in all aspects of Academy life. Excellent clerical and transcription skills. Possess high attention to detail and proof-reading skills. Demonstrated ability to make independent and coordinated decisions in a fast-paced environment. Strong interpersonal skills with ability to develop and maintain collegial relationships. Excellent communication (written and verbal) skills. Demonstrated ability to work with students by building trust and credibility. Excellent analytical and problem-solving skills as well as a strong customer focus. A strict adherence to confidential policies is required. Ability to work independently and handle multiple priorities and deadlines simultaneously. Proficient in MS Office, AdobeSign, and iModules Willingness and ability to learn additional applications as needed. High degree of organizational skills with the ability to be flexible and multi-task with accuracy. Ability to follow verbal and written directions, always maintain a professional demeanor and restraint, including stressful situations. Direct/Indirect Reports None. Position Requirements Education Bachelor’s degree preferred. Experience 3 - 5 years’ clerical/administrative experience. Experience working with adolescents in an educational setting preferred. Additional Requirements Successfully complete a criminal background check (reviewed every 5 years).