Executive Assistant, Office of Advancement

Executive Assistant, Office of Advancement

Girard College - Philadelphia, PA 19121

Salary Range $70,000.00 - $75,000.00 Salary/year Level Experienced Position Type Regular Full Time Education Level Bachelor's Degree

Description

The Executive Assistant, Advancement provides high-level administrative and operational support to the Chief Advancement Officer (CAO) and serves as a key member of the Advancement team. This role helps ensure the efficient operation of the Advancement Office by coordinating executive priorities, managing communications, supporting fundraising initiatives, donor stewardship activities, events, and board engagement, while providing administrative support across the Advancement department. The Executive Assistant serves as a trusted partner to the Chief Advancement Officer, anticipating needs, managing competing priorities, and ensuring projects move forward efficiently. This position requires exceptional organizational skills, discretion, professionalism, and the ability to build strong relationships with internal and external stakeholders.

Executive and Administrative Support

• Manage the Chief Advancement Officer's calendar, appointments, meetings, and travel arrangements.
• Prepare agendas, briefing materials, presentations, reports, and correspondence for meetings with donors, trustees, alumni, and institutional partners.
• Coordinate departmental meetings, record meeting notes, track action items, and ensure timely follow-up.
• Maintain confidential files, donor correspondence, contracts, and departmental records.
• Draft and edit correspondence, acknowledgments, donor communications, and other written materials.
• Process expense reports, purchase requests, invoices, and departmental documentation.
• Manage office supplies and day-to-day administrative operations.
• Serve as the primary point of contact for the Chief Advancement Officer.

Advancement Team Support

• Provide administrative support across fundraising, alumni relations, communications, grants, and special projects.
• Assist with donor stewardship activities including gift acknowledgments and recognition.
• Maintain accurate donor database records and prepare reports.
• Coordinate donor visits and cultivation activities.
• Support campaign tracking, fundraising reports, and board materials.
• Coordinate departmental workflows and special projects.

Events and Donor Engagement

• Support fundraising events, donor receptions, alumni gatherings, and volunteer meetings.
• Coordinate invitations, RSVPs, schedules, and event logistics.
• Prepare donor recognition materials and stewardship reports.

Communication and Project Coordination

• Serve as liaison between the CAO, Advancement team, trustees, donors, alumni, and partners.
• Prepare reports and presentation materials.
• Track departmental projects and deadlines.
• Support Advancement communications and newsletters.

Reporting Relationship

• Reports directly to the Chief Advancement Officer and supports the entire Advancement team.

Qualifications

• Commitment to Girard College's mission and DEIB.
• Bachelor's degree preferred or equivalent experience.
• Minimum five years supporting senior executives; advancement experience preferred.
• Excellent organization, communication, discretion, and project management skills.
• Proficiency with Microsoft Office, Google Workspace, and donor CRM systems.