At Westridge, a forward-thinking independent girls’ school for grades 4-12 located in Pasadena, California, students have the space to develop the skills and confidence needed to draft their own extraordinary story. Since 1913, Westridge has been a leader in girls’ education, providing an unrivaled learning environment focused on girls’ academic and personal development. We balance challenging academics and a focus on leadership with a priority on social emotional wellness. Westridge students develop a strong sense of self and a thoughtful consideration of their responsibilities to others and the world. Throughout its long history, Westridge has remained committed to its pioneering legacy so that each girl rises to her fullest potential and that women collectively rise to gender equity in the fullest sense.

Westridge School is seeking an administrative assistant to support the fundraising efforts of our Advancement Department, which includes fundraising, alumnae relations, and parent relations. The ideal candidate is extremely well organized with impeccable follow-through and a keen eye for detail. In this role, the Advancement Assistant helps ensure smooth departmental operations, supports alumnae and donor engagement initiatives, and serves as a trained backup for core database management and gift-processing functions.

Specific Responsibilities Include:

Administrative & Operational Support

• Provide day-to-day administrative and operational support for the advancement team.
• Provide back-up assistance to other departmental staff and general support to the team as needed.
• Process and submit payment requests, vendor invoices, purchase orders, and expense documentation with accuracy and timeliness.
• Conduct prospect research and prepare concise donor profiles.
• Manage incoming mail, including logging and routing donations and correspondence.
• Maintain office organization, supplies, and print/mail needs.
• Assist with scheduling, agendas, minutes, and departmental communications.

Event Support & Vendor Coordination

• Support planning and execution of advancement events, including donor and alumnae programs and regional gatherings.
• Coordinate logistics such as venues, catering, rentals, A/V, volunteers, and registration.
• Assist the team with vendor communications, including gathering quotes and helping track timelines and deliverables.
• Assist with on-site event operations, including set-up, break-down, and guest services.
• Prepare event materials such as nametags, signage, and programs; maintain the advancement events calendar.

Database, Gift Entry & Donor Acknowledgements

• Support gift entry and acknowledgement processing during high-volume periods or when backup is required.
• Update donor and alumnae records to ensure accuracy and data integrity.
• Comfort working in Raiser’s Edge (training provided).

Alumnae Relations Support

• Assist the Director of Alumnae Relations with planning and executing alumnae events and programs.
• Support alumnae communications, outreach, and volunteer engagement.

Additional Requirements:

• ·       3-5 years administrative and event experience, preferably in a fundraising environment

• Fluency in Spanish highly desirable
• Demonstrated experience planning events, handling logistics and working with vendors

• ·       Highly organized with sharp attention to detail, and ability to anticipate needs and problem solve
• ·       Ability to manage multiple projects at once- from inception to completion
• ·       Strong interpersonal, written, and oral communication skills

• Strong proficiency in MS Office Suite (Word, Excel, and Outlook); experience with Raiser’s Edge or other donor database, and InDesign a plus

• ·       Demonstrated ability to exercise good judgement and maintain confidentiality
• ·       Team player, with positive attitude

• Must be able to meet the physical demands of the job, which includes assisting with event set-up and breakdown. Ability to lift up to 25 pounds.

Salary

This is a permanent, full-time, non-exempt position and is eligible for Westridge’s comprehensive benefits package that includes paid time off, medical, vision, dental, and generous 403b retirement options. Salary range is between $26.44/hr and $31.25/hr, depending on experience.

Schedule: 40 hours per week as follows: Monday- Friday with flexibility to work different shifts (including early mornings and evenings) and weekends when necessary. This is NOT a remote position.

To Apply

Send cover letter, resume, and references to Jobs@Westridge.org. Include “Advancement Administrative Assistant” in the subject line.

Westridge School is an equal opportunity employer. Applicants are evaluated without consideration of race, color, religion, gender, national origin, age, sexual orientation, marital status, disability, veteran status or any other characteristic protected by applicable law. For more information: www.westridge.org