Advancement Assistant

Position Summary

The Advancement Assistant provides administrative and operational support to the Advancement team, while also supporting part-time front desk operations. This role focuses on coordination, organization, and customer service, ensuring the smooth functioning of Advancement activities and daily office operations.

Essential Duties

• Engagement and Event Support:

  • Provide logistical and on-site support for designated Advancement events, including event setup and breakdown, while serving as a welcoming and hospitable presence for families and guests.
  • Support event coordination tasks such as (but not limited to) scheduling, calendaring, space reservations, completing jotforms, ordering supplies, materials preparation, and setup/teardown.
  • Assist with post-event follow-up, including surveys, reporting, and data tracking.
  • Support and maintain volunteer safety clearance procedures and tracking for PFA badges and access cards ensuring accuracy and coordination with internal partners.
  • Serve as a welcoming first point of contact for visitors, exercising sound judgment in prioritization, communication, and problem-solving.

• Advancement Team Support:

  • Allocate time every week for entering data into the donor database.
  • Maintain and regularly update the Advancement team calendar to reflect key school events, deadlines, and activities relevant to Advancement priorities.
  • Support Advancement team mailings, including preparing materials, and executing distribution for communications, invitations, and stewardship efforts.
  • Order, track, and maintain office and event supplies, ensuring materials are available for daily operations and team needs.
  • Provide administrative support for projects as needed, including data entry, document preparation, mailings, and tracking timelines and deliverables.
  • Support scheduling of conference rooms for Advancement meetings.
  • Order catering for meetings and events as needed.

• Reception Support:

  • Specifically welcome and check-in visitors, families, and community members, serving as a primary front desk during assigned hours.
  • Respond to incoming calls and inquiries, routing appropriately and providing accurate and timely information.
  • Manage visitor check-in processes, including name tags and coordination with hosts.
  • Maintain a clean, organized, and welcoming reception area, including stocking materials and beverages.
  • Cookfront office and shared spaces are well maintained.

Other Duties

• Engage in activities and promote and support the school community.
• Participate in ongoing professional development and training to support the Catlin Gabel mission.
• Complete other work and administrative duties in addition to above as needed.

Competencies

• Communication: Communicates clearly and professionally in both written and verbal formats. Listens actively, asks clarifying questions, and shares accurate information in a timely manner.

• Organization: Supports effective planning and coordination of event-related tasks and materials. Maintains organized systems to track details, timelines, and responsibilities.

• Time Management: Manages time effectively by prioritizing tasks, meeting deadlines, and following through on assigned responsibilities. Balances multiple tasks with guidance and communicates proactively when support is needed or timelines shift.

• Technology: Uses core workplace technologies effectively, including Microsoft Office Suite and Google Workspace, to support communication, organization, and event coordination. Demonstrates willingness to learn additional systems such as Asana and Veracross to support operational needs.

• Teamwork: Contributes to a collaborative and positive team environment by being reliable, respectful, and supportive of shared goals. Works cooperatively with colleagues, shares information appropriately, and contributes to a service-oriented approach that supports families and the broader community.

• Initiative: Shows a proactive and helpful approach to work by stepping in where needed and supporting team priorities. Takes ownership of assigned tasks, follows through on responsibilities, and seeks guidance when appropriate.

• Cultural Awareness: Demonstrates openness and respect when working with individuals from diverse backgrounds and experiences. Builds awareness of different perspectives and contributes to an inclusive and welcoming environment through thoughtful communication and interactions.

• Curiosity: Demonstrates a strong desire to learn and grow in the role. Open to feedback, new ideas, and opportunities to build skills. Actively seeks to understand processes and improve performance over time.

• Willingness to participate in the fundraising process, required.

• Availability to work flexible hours, including some evenings and weekends.

Education and Experience

• Associate’s or Bachelor’s degree preferred or equivalent experience.

• 1-2 years of experience in administrative support, office coordination, or similar role.

• Experience in a School or Nonprofit Environment is Preferred.

• Strong organizational, communication, and customer service skills required.

• This position does not supervise other employees.

Working Conditions and Physical Requirements

• Work is primarily performed in an office setting with moderate heat, sound, and light.

• Incumbents must be able to perform job duties with or without accommodations.

Schedule

This position is regularly scheduled for 32 hours per week with ability to work additional hours to support special events (.8 Full-Time-Equivalency ). Work days and hours will be assigned by the Family Engagement Director, including occasional evening or weekend hours to support events.