Advancement Associate

Key Responsibilities

• Maintain and update the school's donor and constituent database with a high degree of accuracy
• Perform regular data entry, including gifts, pledges, biographical updates, and interactions
• Conduct routine audits to ensure data cleanliness, consistency, and integrity
• Manage imports, exports, and data corrections as needed
• Process all gifts, pledges, and matching gifts in a timely and accurate manner
• Generate and coordinate donor acknowledgment letters and tax receipts
• Reconcile gifts with the Business Office as needed
• Produce regular financial and fundraising reports (daily, monthly, campaign-specific)
• Aid in tracking progress toward annual fund and campaign goals
• Generate donor lists, segmentation reports, and mailing lists for targeted outreach
• Support data analysis efforts to inform advancement strategy
• Provide administrative assistance to the Director of Advancement and Head of School
• Aid in the day-to-day needs of the Advancement Office, including calendar coordination and materials preparation for meetings and presentations
• Support fundraising campaigns, special events, and stewardship activities
• Prepare materials for donor meetings, board reports, and presentations
• Collaborate with colleagues across departments, especially Admissions, Communications, and Finance
• Provide logistical and administrative support for advancement events
• Track RSVPs, attendance, and follow-up communications
• Assist with campaign execution, including appeals and donor stewardship, outreach and tracking

Qualifications

• Bachelor's degree or equivalent experience
• 1–3 years of administrative, database, or development support experience preferred
• Strong attention to detail and commitment to data accuracy
• Proficiency in Microsoft Excel and database systems (experience with fundraising CRMs preferred)
• Excellent organizational, analytical, and time-management skills
• Ability to handle confidential information with discretion
• Superior people skills dealing professionally with work colleagues, parents and donors
• Comfort and ease in working with highly successful people with significant resources in a highly social environment
• Strong written and verbal communication skills

Preferred Attributes

• Experience in a nonprofit or independent school setting is ideal
• Familiarity with fundraising practices and donor stewardship
• Ability to manage multiple priorities in a fast-paced environment
• Collaborative "growth" mindset with a proactive, problem-solving approach