Executive Assistant to the Chief Advancement Officer – Leave Replacement

The Bishop's School
La Jolla, CA United States

Summary Description:

The Executive Assistant, Advancement provides administrative and comprehensive support to the Chief Advancement Officer as it relates to the greater Advancement department, fundraising and campaign efforts. Attends occasional evening and weekend programs and events.

This position is a temporary leave replacement position between the date of hire and the end of May, 2023.


Bachelor’s degree preferred. Minimum of two years’ experience in general office administration, preferably in a non-profit organization. Demonstrated commitment to diversity, equity, and inclusion. Professional attire and presentation are required. Working knowledge of Raiser’s Edge and greater fundraising best practices strongly preferred. Must be available for occasional evening and weekend meetings and events.

Skills & Abilities:

Dedicated work ethic: proactive, responsible, reliable and attentive to deadlines
Excellent written, verbal, and interpersonal skills.
Motivated, highly organized, and a self-directed individual who can effectively multitask and handle a variety of matters independently in a professional, trustworthy and mature manner with tact, diplomacy, and appropriate judgment.
Ability to process numerous detailed tasks, anticipate and meet deadlines, think logically and creatively, and problem-solve independently as well as in a team environment.
Commitment to maintaining strict confidentiality in daily dealings with hyper-sensitive constituent information.
Ability to actively collaborate with all school constituencies and team members.
Intermediate proficiency with Google Workspace and Microsoft Office, and willingness to become proficient in new programs, learning management systems, collaboration and productivity apps as needed.
Attention to detail and accuracy in all areas of data entry, reporting and email correspondence.
Working knowledge of specialized software and online programs (i.e., Photoshop, Publisher, Blackbaud-Raiser’s Edge, Constant Contact and social networking programs).
Embrace the special needs and requirements associated with an academic calendar and schedule which may necessitate fluctuations in workdays and hours.
Strong advocate of the School’s mission and school values of integrity, compassion, inclusion, intellect, excellence and justice.
Essential Functions and Specific Duties:

Administrative Functions:

Manage calendar, meeting and travel schedule of Chief Advancement Officer.
Oversee event and meetings coordination, school notifications, event and technology requests, materials and packets, invitations and follow up communications as directed.
Manage reimbursement requests, mileage, submit vendor receipts and other appropriate paperwork to the Business Office.
Cross-trained to assist with Raiser’s Edge gift processing and acknowledgements, and constituent record updates.
Submit facility and service requests electronically as needed.
Provide clerical and event support as requested in other Advancement areas, including but not limited, the annual gala, alumni relations, annual giving, financial aid stewardship and operations.
Attend weekly Advancement operations meetings, volunteer committee meetings and other events as requested, taking notes and distributing follow up communications.
Assist with constituent filing/scanning and oversee office maintenance and supplies.
Fundraising Support Functions:

Coordinate stewardship efforts as it relates to general fundraising or campaign efforts such as event invitations, gifts, and donor acknowledgement (plaques, signage, etc.).
Coordinate major and principal donor events and Caroline Cummins Circle (planned giving) events
Oversee invitations, RSVPs and thank you correspondence.
Provide administrative support for all fundraising activities related to major and principal giving, campaign planning work and other initiatives as directed.
Build queries and perform extractions from Raiser’s Edge in preparation of prospecting, donor acknowledgement, mailings and reporting.
Organize the production and assembly of volunteer training materials, including printed and electronic versions and PowerPoint presentations.
Schedule on-campus meetings and make arrangements for setup, equipment/technology needs, food and refreshments.
Provide consistent and timely updates to the Advancement team, including Chief Advancement Officer and other colleges as requested.
Monitor web content relating to the Giving Section and Caroline Cummins Circle to ensure pages are fresh and relevant and keep supervisor informed of any corrections or updates that need attention.
Maintain general fundraising, stewardship and campaign materials to ensure proper ordering
Assist in the preparation of trustee reports on campaign progress.
Provide assistance for all stewardship functions and events as needed, including the financial aid benefactor dinner, HoST event, donor and campaign recognition and on-campus signage/acknowledgement.

Uphold the School’s Core Values.
Demonstrate professionalism, tact and an unwavering positive attitude.
Stay up to date on industry standards, trends, and developments.
Adhere to assigned work schedule and required break and meal periods.
Comply with School’s reporting policies and procedures.
Perform, with a team approach, other duties as assigned.

The Bishop’s School is an equal opportunity employer. We are a diverse community of professionals that broadly reflects the people of the San Diego area and the United States at large. We aim to align our hiring process with our mission and institutional goals. All qualified applicants will receive consideration for employment and will not be discriminated against on the basis of race, color, religion or religious practices, sex, gender identity or expression, sexual orientation, citizenship status, national origin, age, ability status, military status, unemployment status or any other category protected by applicable local, state, or federal laws. The Bishop’s School takes affirmative action in support of its policy to employ and advance all qualified candidates.

Contact Information

Please apply online.