Administrative Assistant - Advancement Department

Part-Time Administrative Assistant to the President & Director of Advancement

Regina High School seeks a highly organized, proactive, mission-driven professional to serve as Administrative Assistant to the President and Director of Advancement. This part-time position provides the organizational infrastructure, administrative support, and project coordination necessary for both leaders to work efficiently, strategically, and with intentionality. This individual will build and maintain systems that organize schedules, priorities, projects, deadlines, communications, and follow-through. This individual will anticipate needs, manage details, and create efficiencies that allow the President and Director of Advancement to focus their time on leadership, relationships, fundraising, and the mission of Regina High School. The successful candidate will approach administrative excellence as an act of service, supporting Regina's mission to form young women of faith, intellect, and purpose.

Essential Responsibilities

Executive & Organizational Support

• Serve as a trusted organizational partner to the President and Director of Advancement.
• Build and maintain systems for calendars, schedules, priorities, deadlines, meetings, and follow-up.
• Coordinate schedules and logistics to maximize the efficient use of leadership time.
• Track action items and ensure important commitments and projects move forward.
• Prepare meeting materials, correspondence, documents, and presentations as needed.
• Maintain organized electronic and physical records with appropriate discretion and confidentiality.
• Anticipate needs and proactively address administrative obstacles.

Project & Workflow Management

• Translate priorities into clear timelines, task lists, workflows, and project trackers.
• Coordinate multiple projects efficiently while maintaining accuracy and attention to detail.
• Monitor progress and follow up with appropriate individuals to ensure timely completion.
• Identify opportunities to streamline processes and improve organizational efficiency.

Advancement & Donor Support

• Provide administrative support for donor cultivation, stewardship, recognition, and thank-you efforts.
• Prepare donor gifts, correspondence, mailing materials, and other stewardship items.
• Maintain accurate advancement records and assist with data entry and reporting.
• Develop and maintain a strong working knowledge of database; Blackbaud and related advancement systems.
• Support the Director of Advancement with donor information, schedules, follow-up, printing, filing, and other administrative needs.

Events & General Administration

• Provide logistical support for select school, advancement, alumnae, donor, and community events.
• Assist with event materials, invitations, registration, supplies, catering, hospitality, and follow-up.
• Manage routine administrative tasks including printing, copying, filing, scanning, ordering, mailing, and office supplies.
• Assist with meeting preparation, including ordering lunches and organizing materials.
• Represent Regina with warmth, professionalism, discretion, and care when interacting with students, families, alumnae, donors, volunteers, vendors, and community members.

Qualifications

• Associate's or bachelor's degree preferred, or equivalent professional experience.
• Exceptional organizational, time-management, and project-coordination skills.
• Demonstrated ability to create efficient systems and workflows.
• Strong attention to detail, accuracy, and follow-through.
• Excellent written, verbal, and interpersonal communication skills.
• Proficiency with Microsoft Office and Google Workspace.
• Ability and willingness to learn, maintain, and support the use of Blackbaud.
• Ability to prioritize effectively and manage multiple responsibilities within a part-time schedule.
• High degree of professionalism, discretion, confidentiality, and sound judgment.
• Ability to work independently, anticipate needs, and take initiative.
• Experience in education, advancement, nonprofit, executive administration, or project coordination preferred.
• Familiarity with Catholic education or a mission-driven organization preferred.

The Ideal Candidate

The ideal candidate is an organizational thinker, project manager, and servant leader who brings clarity, structure, and efficiency to a dynamic environment. They naturally ask, "What is the system for this?" and look for ways to make recurring work simpler, more consistent, and more effective. They are comfortable managing both the big picture and the smallest detail, from coordinating an executive calendar and tracking a strategic project to preparing a donor gift or ensuring a thank-you is sent. Because this is a part-time position, the successful candidate must be especially efficient with time, able to distinguish between urgent and important work, and capable of creating systems that maximize the value of every hour. They possess the professionalism and discretion required to work closely with the President and Director of Advancement while bringing warmth, humility, initiative, and a genuine spirit of service to their work.

Mission Alignment

Regina's Institutional Framework establishes a shared foundation for who Regina is, what it does, what it believes, how it behaves, and who it seeks to form. It is intended to guide leadership, communications, and decision-making throughout the institution. This position embodies Regina's values of Leadership Through Service, Belonging & Sisterhood, Joy, Hope & Purpose, and Whole-Person Formation. The successful candidate will approach their work with humility, responsibility, care, and a commitment to the common good. Success will be evident when:

• The President and Director of Advancement are organized, prepared, and able to focus on their highest priorities.
• Calendars, deadlines, projects, and follow-up are consistently managed.
• Effective systems exist for recurring administrative and advancement processes.
• Blackbaud information and workflows are maintained accurately.
• Donor and community commitments receive timely and thoughtful follow-through.
• Projects move forward because details are anticipated and coordinated.
• The President and Director of Advancement can confidently say: "I know it is being handled."

Message from Regina High School - For 70 years, Regina High School has been a safe, welcoming community where young women are empowered to grow and where faculty feel equally supported, valued, and inspired in their vocation. Rooted in our Franciscan faith, we foster a spirit of compassion, humility, and service, guiding students to live with intention and care for others. Our strong sense of sisterhood and all-girls environment allows students to truly be themselvesfree to explore their interests, find their voice, and discover who they are. With strong academic rigor and personalized support, along with meaningful leadership opportunities and cherished traditions, Regina feels like a second home where every student is known, supported, and inspired to find her community and her path forward.