Amherst College
Executive Assistant to the Chief Advancement Officer
Amherst College, Amherst, Massachusetts, United States, 01002
Executive Assistant To The Chief Advancement Officer
Amherst College invites applications for the Executive Assistant to the Chief Advancement Officer position. This full-time, year-round position offers a compensation range of $33 to $35 per hour, commensurate with experience. The Executive Assistant provides high-level administrative and operational support to a suite of senior leaders within the Advancement division, including the Chief Advancement Officer, ensuring that day-to-day operations run smoothly, priorities are met, and the College's mission is advanced. The role involves frequent engagement with stakeholders inside and outside the organization, requiring professionalism, discretion, and the ability to represent the division effectively. Serving as the primary administrative liaison to the Office of the President, the Office of the Board of Trustees, and senior staff on Advancement matters, the Executive Assistant coordinates complex schedules, tracks principal gift activity, monitors deadlines, and prepares materials for key meetings and committees, ensuring overall operational efficiency. The role requires exceptional administrative and organizational abilities; skill in prioritizing and managing multiple tasks; strong interpersonal and relationship-building skills; sound judgment; meticulous attention to detail; and proactive follow-through. It also demands the ability to navigate complex and sensitive situations with tact and diplomacy, taking initiative to address matters appropriately and with a problem-solving mindset. This is a critical support role, and the nature of this work requires this position to be full-time in the office. The person in this role is expected to work as part of a collaborative and inclusive team, including taking appropriate actions to support a diverse workforce and participating in the College's efforts to create a respectful, inclusive, and welcoming work environment. In addition, all advancement staff members are required to support and staff key events such as Reunion, Homecoming, and Family Weekend. These events may require occasional evening and weekend hours. Summary Of Responsibilities
Administrative & Logistical Support Serve as the primary administrative point of contact for the Office of the CAO, engaging warmly, exercising independent judgment, and responding to inquiries with discretion while ensuring communications are accurate, professional, and timely. Manage complex calendars, travel logistics, and event scheduling for the CAO/ACAO, anticipating needs, resolving conflicts, and overseeing the preparation of related briefing materials. Proactively manage Board preparation logistics, coordinating materials, timelines, and communications while managing up and across the organization to ensure all stakeholders are informed and aligned. Coordinate with the President's Office and other departments to maintain credibility, trust, and seamless collaboration, particularly on Advancement matters requiring sensitive handling. Support the CAO's oversight functions by reviewing and approving forms, correspondence, and documents prepared for signature. Track and follow up on principal gift activity, trip reports, and action items from meetings, ensuring timely completion. Prepare agendas, coordinate logistics, and track follow-up items for Board committees, standing meetings, divisional gatherings, and special events. Enhance the administrative function of the division by managing HR-related activities and ensuring accurate departmental records, including job descriptions, internal procedures, organizational charts, job postings, and calendars. Prospect Portfolio Support Schedule donor meetings for the CAO, President, and other Advancement leaders; coordinate and proofread briefing materials for trips and events involving senior administrators, trustees, and key volunteers. Serve as primary liaison for Board of Trustee Co-chairs, coordinating meetings, travel, calls, acknowledgements, and related materials. Partner with the Senior Manager of Principal Gift Strategy to manage the CAO's prospect list, entering contact reports with accuracy and attention to detail, updating records, and coordinating with the Prospect Development team to provide timely donor information. Expedite requests and inquiries from College staff, faculty, trustees, alumni, parents, friends, and key volunteers as needed. Qualifications
Required Bachelor's degree, or 7 years of administrative experience in lieu of a degree. 5+ years of related experience- including a proven track record of successful management and leadership, with experience delegating tasks and ensuring accountability within a team. Ability to work autonomously in a fast-paced, high-pressure environment, demonstrating exceptional organizational skills and the ability to prioritize multiple tasks seamlessly with strong attention to detail. Strong interpersonal skills and the ability to build relationships with stakeholders, including staff, board members, external partners and donors. Expert level written and verbal communication skills, with the ability to clearly convey complex ideas, translate and interpret data and adapt communication styles to varied audiences. Demonstrated proactive problem-solving approach with strong decision-making capabilities, balancing competing priorities while ensuring alignment with overall goals. Emotional maturity, self-motivation, and a collaborative team-player mentality, with the ability to function independently when required. Proven ability to handle confidential information with discretion and to adapt to shifting priorities, ensuring the highest level of client service and responsiveness. Demonstrated success in achieving performance goals, meeting deadlines and maintaining high standards of work quality in a fast-paced, dynamic environment. Forward-thinking, solutions-oriented mindset with a commitment to continuous improvement and the ability to identify and pursue new opportunities. Commitment to working with diverse communities. Successful completion of required reference and background checks. An acceptable criminal offender records information (CORI) check.
Amherst College invites applications for the Executive Assistant to the Chief Advancement Officer position. This full-time, year-round position offers a compensation range of $33 to $35 per hour, commensurate with experience. The Executive Assistant provides high-level administrative and operational support to a suite of senior leaders within the Advancement division, including the Chief Advancement Officer, ensuring that day-to-day operations run smoothly, priorities are met, and the College's mission is advanced. The role involves frequent engagement with stakeholders inside and outside the organization, requiring professionalism, discretion, and the ability to represent the division effectively. Serving as the primary administrative liaison to the Office of the President, the Office of the Board of Trustees, and senior staff on Advancement matters, the Executive Assistant coordinates complex schedules, tracks principal gift activity, monitors deadlines, and prepares materials for key meetings and committees, ensuring overall operational efficiency. The role requires exceptional administrative and organizational abilities; skill in prioritizing and managing multiple tasks; strong interpersonal and relationship-building skills; sound judgment; meticulous attention to detail; and proactive follow-through. It also demands the ability to navigate complex and sensitive situations with tact and diplomacy, taking initiative to address matters appropriately and with a problem-solving mindset. This is a critical support role, and the nature of this work requires this position to be full-time in the office. The person in this role is expected to work as part of a collaborative and inclusive team, including taking appropriate actions to support a diverse workforce and participating in the College's efforts to create a respectful, inclusive, and welcoming work environment. In addition, all advancement staff members are required to support and staff key events such as Reunion, Homecoming, and Family Weekend. These events may require occasional evening and weekend hours. Summary Of Responsibilities
Administrative & Logistical Support Serve as the primary administrative point of contact for the Office of the CAO, engaging warmly, exercising independent judgment, and responding to inquiries with discretion while ensuring communications are accurate, professional, and timely. Manage complex calendars, travel logistics, and event scheduling for the CAO/ACAO, anticipating needs, resolving conflicts, and overseeing the preparation of related briefing materials. Proactively manage Board preparation logistics, coordinating materials, timelines, and communications while managing up and across the organization to ensure all stakeholders are informed and aligned. Coordinate with the President's Office and other departments to maintain credibility, trust, and seamless collaboration, particularly on Advancement matters requiring sensitive handling. Support the CAO's oversight functions by reviewing and approving forms, correspondence, and documents prepared for signature. Track and follow up on principal gift activity, trip reports, and action items from meetings, ensuring timely completion. Prepare agendas, coordinate logistics, and track follow-up items for Board committees, standing meetings, divisional gatherings, and special events. Enhance the administrative function of the division by managing HR-related activities and ensuring accurate departmental records, including job descriptions, internal procedures, organizational charts, job postings, and calendars. Prospect Portfolio Support Schedule donor meetings for the CAO, President, and other Advancement leaders; coordinate and proofread briefing materials for trips and events involving senior administrators, trustees, and key volunteers. Serve as primary liaison for Board of Trustee Co-chairs, coordinating meetings, travel, calls, acknowledgements, and related materials. Partner with the Senior Manager of Principal Gift Strategy to manage the CAO's prospect list, entering contact reports with accuracy and attention to detail, updating records, and coordinating with the Prospect Development team to provide timely donor information. Expedite requests and inquiries from College staff, faculty, trustees, alumni, parents, friends, and key volunteers as needed. Qualifications
Required Bachelor's degree, or 7 years of administrative experience in lieu of a degree. 5+ years of related experience- including a proven track record of successful management and leadership, with experience delegating tasks and ensuring accountability within a team. Ability to work autonomously in a fast-paced, high-pressure environment, demonstrating exceptional organizational skills and the ability to prioritize multiple tasks seamlessly with strong attention to detail. Strong interpersonal skills and the ability to build relationships with stakeholders, including staff, board members, external partners and donors. Expert level written and verbal communication skills, with the ability to clearly convey complex ideas, translate and interpret data and adapt communication styles to varied audiences. Demonstrated proactive problem-solving approach with strong decision-making capabilities, balancing competing priorities while ensuring alignment with overall goals. Emotional maturity, self-motivation, and a collaborative team-player mentality, with the ability to function independently when required. Proven ability to handle confidential information with discretion and to adapt to shifting priorities, ensuring the highest level of client service and responsiveness. Demonstrated success in achieving performance goals, meeting deadlines and maintaining high standards of work quality in a fast-paced, dynamic environment. Forward-thinking, solutions-oriented mindset with a commitment to continuous improvement and the ability to identify and pursue new opportunities. Commitment to working with diverse communities. Successful completion of required reference and background checks. An acceptable criminal offender records information (CORI) check.