Job Title:    Executive Assistant, Office of Advancement

Department:  Advancement

Reports to:  Chief Advancement Officer

Status:   Full-Time, Non-Exempt/Hourly, Staff, Benefited

SUMMARY

The Executive Assistant will provide comprehensive administrative support to the Chief Advancement Officer, and the Directors of Development and department staff as necessary.

RELATIONSHIPS

The Executive Assistant to the Office of Advancement reports directly to the Chief Advancement Officer.  This position interacts with trustees, volunteers, administrators, faculty, staff, students, and parents.

ESSENTIAL DUTIES AND RESPONSIBILITIES

Job responsibilities are assigned by the Chief Advancement Officer, who may, in their sole discretion, alter, add to, or eliminate job assignments anytime, with or without prior notice. Specific responsibilities include, but are not limited to:

• Administrative support for the Chief Advancement Officer (approximately 50%) and Directors of Development and the Advancement Office (approximately 50%).  Support functions include:
• Correspondence and communication with trustees, major gift prospects, and donors, including solicitation, cultivation, and stewardship activities, as well as other sensitive or confidential matters.
• Schedule meetings, appointments, and travel for the Chief Advancement Officer.
• Support the Director of Institutional Advancement’s ongoing workflow and interaction:    outside the department including Centennial Campaign, the Board of Trustees and its committees, Senior Administrative Team, and its assignments and within the department, including regular team meetings and standing meetings.
• Oversee the department budget reports in coordination with the Business Office.
• Reconcile credit card statements and receipts.
• Ensure the department has an adequate supply of stationery and office supplies.
• Organize hard and computer files for Advancement Office business.
• Communicate with director(s) regarding current and daily events.
• All clerical related tasks.
• Support all advancement communications related to the Board of Trustees, Development/Marketing Committee, Centennial Campaign Committees, and other primary volunteer groups.  Includes committee correspondence, meeting materials, and generating meeting minutes.
• Administrative support for The Centennial Campaign will include coordination of and preparation for meetings, donor visits, and campaign events, record-keeping for campaign communications, campaign proposals, and follow-up materials.  Assist with documentation of visits, proposals, and follow-up.
• Oversee and maintain department calendar of events and meetings to ensure smooth coordination of activities.
•  Assist with constituent updates and record maintenance in Raiser’s Edge database and Online Directory.
• Assist with RE gift entry and gift acknowledgment letters, as needed, including coordination with museum staff.
• Provide necessary support for special events.
• Ensure a confidential and professional environment when handling sensitive information regarding trustees, administrators, faculty, staff, students, and the school’s community.
• Assist with admin front desk coverage when necessary.
• Other duties as assigned.

PROFESSIONAL QUALITIES OF WEBB FACULTY & STAFF

• Contributes to the delivery of the mission, vision, and values of the school community.
• Demonstrates inclusive and equitable practices to ensure that all members of the community feel a    sense of belonging.
• Follows community policies and procedures and models positive behavior.
• Works effectively as a team member and develops professional and productive relationships with colleagues.
• Understands boundaries and embraces responsibility for the care of students in loco parentis.
• Promotes a trust-based community by keeping appropriate confidences.
• Manages time effectively and meets deadlines and commitments.
• Communicates and responds to all school communications in a timely manner.
• Exhibits flexibility and adaptability to change as needed.

EDUCATION AND EXPERIENCE

High school diploma required; college degree preferred.  Minimum of two years in the development department of a professional for-profit or non-profit office environment. At least three years of clerical/administrative experience is required. To perform in this position successfully, an individual must be able to perform each essential duty satisfactorily.

REQUIREMENTS

A current California driver's license with a satisfactory motor vehicle record is required.  A criminal background check must be successfully completed before employment can begin.

OTHER SKILLS

Given the responsibilities, specific duties, and authority vested in this position, the Executive Assistant must: 

• Excellent verbal and written communication skills, a professional demeanor, and excellent interpersonal skills that are required in working with diverse constituencies.  
• The ability to work well under pressure, be responsive to deadlines, work well in a team environment, and manage several projects simultaneously. 
• An ability to anticipate both immediate and longer-term needs in a fast-moving environment is essential, as well as the ability to spot and correct any incomplete or inaccurate work before it is distributed from our office.
• Possess strong analytical skills to compile information, make informed decisions, and use good judgment. 
• The ability to maintain complete confidentiality and create a highly professional environment is mandatory.
• Be competent using technology, including the use of the Microsoft Office suite (Word, Excel, and PowerPoint), Google Docs, and communication devices (smartphone, tablets, teleconferencing). 

PHYSICAL REQUIREMENTS

The physical requirements of this position are those needed to successfully fulfill the job duties and responsibilities articulated above.  As prescribed by law, reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of this position.

COMPENSATION PHILOSOPHY 

Anticipated salary range: $25.00 - $30.00/Hour  

• The Webb Schools offer competitive compensation. In setting position ranges, Webb reviews numerous factors including industry data from NAIS, CAIS, NBOA, and other market data. 
• Webb believes a strong benefits package is important for employee stability and retention. Benefits include highly subsidized health plans, robust retirement contributions, and tuition remission. 
• Webb allocates substantial resources to growth and professional development, including funding for advanced degrees, curriculum development, industry conferences and workshops, and other academic and pedagogical pursuits. 

Interested candidates should send their résumé to:

Bob Fass, Chief Advancement Officer

at careers@webb.org

The Webb Schools are an Equal Employment Opportunity Employer. We are committed to providing equal employment opportunities and do not discriminate based on perceived or actual race, color, national or ethnic origin, religion, sex, pregnancy (or any related conditions), age, marital status, military or veteran status, medical condition, gender/identity/expression, sexual orientation, or any other characteristic protected by state or federal law. www.webb.org