Advancement Operations & Logistics Specialist

ResponsibilitiesThe Advancement Department seeks a highly organized, proactive, and collaborative Advancement Operations & Logistics Specialist to join our team. Reporting to the Director, Advancement Services, the Specialist plays a critical role in supporting the daily effectiveness and coordination of the Advancement Office. This position is responsible for managing internal workflows, coordinating event and meeting logistics, and supporting donor and engagement processes that strengthen fundraising, stewardship, and constituent experiences. Working closely with Advancement Services, Development, and Engagement staff, the Specialist ensures that projects move forward efficiently, details are executed thoughtfully, and operational support systems align with the School’s advancement priorities and commitment to relationship-centered philanthropy. Responsibilities:Advancement Operations & CoordinationCoordinate internal workflows to ensure advancement activities stay organized, on schedule, and moving forwardSupport scheduling and preparation for donor meetings, prospect strategy sessions, and advancement leadership meetingsMaintain calendars, timelines, and key deliverables across the Advancement teamAssist with board and committee meeting preparation, including materials assembly and logisticsTrack projects, solicitations, and follow-up actions to ensure nothing falls through the cracksEvent Logistics & Advancement Program CoordinationCoordinate logistics for advancement events, including donor gatherings, reunions, board events, and cultivation activitiesDevelop timelines, run-of-show documents, and planning checklists for eventsManage event registration processes, RSVP tracking, nametags, seating lists, and attendance trackingCoordinate with internal departments (Facilities, Dining, Communications) and external vendorsPrepare event materials, including briefing packets, signage, and donor listsSupport on-site event execution, including setup, registration, troubleshooting, and post-event breakdownEnsure event attendance and follow-up actions are recorded in the CRM on a timely basisCoordinate post-event follow-up, including thank-you communications, and internal summariesData & CRM Support (in partnership with Advancement Services)Maintain accurate constituent records in the advancement database (Raiser’s Edge)Enter and update relationship information and donor activityAssist with preparing materials for portfolio review meetings (with oversight from the Director of Advancement Services)Support data clean-up efforts and routine audits Prepare simple lists as needed to support fundraising and engagement initiativesGift Processing & Donor Experience SupportCoordinate acknowledgment workflows and stewardship timelines in conjunction with the Donor Relations & Stewardship CoordinatorAssist with gift documentation and internal processingEnsure timely donor communications following gifts and eventsSupport tracking of stewardship plans and recognition trackingAdvancement Program SupportAssist annual giving and engagement teams with campaign execution tasksEnsure timely preparation and distribution of printed materials, including solicitation packets, meeting packets, and internal advancement mailingsSupport reunion and parent engagement initiatives as neededAdministrative Support to Advancement LeadershipProvide coordination support to the Chief Advancement OfficerPrepare briefing materials and background documentsAssist with expense tracking and administrative documentationSupport onboarding processes for advancement volunteers and committeesQualificationsBachelor’s degree or equivalent experience2–4 years professional experience in nonprofit, education, or administrative operationsStrong organizational and project coordination skillsHigh attention to detail and data accuracyAbility to manage multiple priorities simultaneouslyStrong written and interpersonal communication skillsCommitment to confidentiality and professional discretionExperience with CRM/database systems (Raiser’s Edge, Almabase, etc.)Advancement, development, or alumni relations experienceEvent logistics development and execution managementFamiliarity with independent school environmentsStrong organization and follow-throughAbility to think through processes and improve efficiencyCollaboration across teamsService oriented mindsetGood judgment and discretionInitiative and problem-solving