The Bishop's School
Executive Assistant to Chief Advancement Officer
The Bishop's School, San Diego, California, United States, 92189
About The Bishop’s School
Founded in 1909 and affiliated with the Episcopal Church, The Bishop’s School is an independent, all‑gender college‑preparatory school for 800 students in grades six through twelve. The school is located on a historic campus in the heart of La Jolla, just 10 miles north of Downtown San Diego. With a student‑teacher ratio of approximately 9:1, Bishop’s is known for academic, artistic, and athletic excellence while celebrating character development, diversity, inclusion, and belonging. The applicant pool last year drew from 72 zip codes and 168 middle and high schools throughout San Diego County and beyond. Fifty‑one percent of the student population self‑identifies as students of color. Over $4 million in need‑based grants is awarded annually.
Position Overview We are looking for an Executive Assistant, Advancement to provide high‑level administrative support to the Chief Advancement Officer (CAO). The role starts immediately and requires a professional with outstanding organizational skills and the ability to manage tasks and projects efficiently.
Responsibilities
Manage the CAO’s calendar, including scheduling meetings and travel in coordination with internal and external constituents.
Provide comprehensive meeting support: reservation of facilities and conference rooms, preparation and/or collection of presentation materials, coordination of catering, and confirmation of participants.
Prioritize and ensure the smooth execution of meetings and conferences with thorough reviews of plans, resolving any conflicts that may arise with space usage or other event elements.
Manage the coordination of assigned aspects of stewardship and donor events and meetings; event and technology requests, venue arrangements, and catering.
Provide highly professional and effective event communication for volunteers, attendees, the School community, and all involved constituencies.
Manage event invitations, RSVPs, and follow‑up communications.
Serve as liaison to the Board of Trustees meetings as needed.
Assist in the preparation of trustee stewardship reports on campaign progress.
Support the CAO in the management of departmental expense budgets, including campaign and fundraising budgets.
Educate team members on the budget process and monitor spending as needed.
Manage reimbursement requests, providing adequate supporting documentation to the Business Office.
Oversee advancement office supplies and equipment maintenance.
Support the CAO with correspondence management, providing triage as needed.
Provide administrative support for events and fundraising activities, including but not limited to the annual gala, alumni engagement, annual giving, financial aid stewardship, campaign and operations.
Attend team meetings, various committee meetings, school functions, and other events as deemed important by the CAO.
Support frontline fundraisers with coordination of stewardship efforts.
Build queries and perform extractions from Raiser’s Edge in preparation of prospecting, donor acknowledgement, and mailings.
Partner with the Database Manager and Advancement & Stewardship Coordinator to prepare detailed and accurate reports.
Organize the production and assembly of volunteer training materials, including printed and electronic versions and PowerPoint presentations.
Maintain an adequate supply of general fundraising, stewardship, and campaign materials.
Provide consistent and timely updates to the CAO and Advancement team.
Monitor web content relating to the Giving Section and Caroline Cummins Circle to ensure pages are fresh and relevant, informing the CAO of any needed corrections or updates.
Maintain high standards of professionalism, confidentiality, and integrity.
Other duties as assigned.
Required Qualifications
Bachelor’s degree.
Minimum of five years’ experience in an administrative role, preferably at an executive level.
Outstanding time‑management skills and attention to detail and accuracy.
Ability to manage numerous tasks and projects simultaneously, anticipate and meet deadlines, solve problems independently, and work effectively in a team environment.
Experience providing high‑level customer service and demonstration of professional ease working with industry leaders and high‑profile constituents.
Working knowledge of social media platforms.
Intermediate proficiency with Google Workspace and aptitude for learning new technology.
Familiarity with Raiser’s Edge and/or other fundraising software.
Salary and Benefits The anticipated salary range for this position is $76,000 to $90,000 annually. The Bishop’s School also offers medical, dental, and vision plans, a generous retirement plan contribution with match, paid vacation, paid holidays throughout the year, and daily lunch prepared by the School’s Food Service team when school is in session.
How to Apply Interested candidates are invited to submit a current resume and cover letter using the link provided. Please do not contact the school directly.
EEO Statement 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.
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Position Overview We are looking for an Executive Assistant, Advancement to provide high‑level administrative support to the Chief Advancement Officer (CAO). The role starts immediately and requires a professional with outstanding organizational skills and the ability to manage tasks and projects efficiently.
Responsibilities
Manage the CAO’s calendar, including scheduling meetings and travel in coordination with internal and external constituents.
Provide comprehensive meeting support: reservation of facilities and conference rooms, preparation and/or collection of presentation materials, coordination of catering, and confirmation of participants.
Prioritize and ensure the smooth execution of meetings and conferences with thorough reviews of plans, resolving any conflicts that may arise with space usage or other event elements.
Manage the coordination of assigned aspects of stewardship and donor events and meetings; event and technology requests, venue arrangements, and catering.
Provide highly professional and effective event communication for volunteers, attendees, the School community, and all involved constituencies.
Manage event invitations, RSVPs, and follow‑up communications.
Serve as liaison to the Board of Trustees meetings as needed.
Assist in the preparation of trustee stewardship reports on campaign progress.
Support the CAO in the management of departmental expense budgets, including campaign and fundraising budgets.
Educate team members on the budget process and monitor spending as needed.
Manage reimbursement requests, providing adequate supporting documentation to the Business Office.
Oversee advancement office supplies and equipment maintenance.
Support the CAO with correspondence management, providing triage as needed.
Provide administrative support for events and fundraising activities, including but not limited to the annual gala, alumni engagement, annual giving, financial aid stewardship, campaign and operations.
Attend team meetings, various committee meetings, school functions, and other events as deemed important by the CAO.
Support frontline fundraisers with coordination of stewardship efforts.
Build queries and perform extractions from Raiser’s Edge in preparation of prospecting, donor acknowledgement, and mailings.
Partner with the Database Manager and Advancement & Stewardship Coordinator to prepare detailed and accurate reports.
Organize the production and assembly of volunteer training materials, including printed and electronic versions and PowerPoint presentations.
Maintain an adequate supply of general fundraising, stewardship, and campaign materials.
Provide consistent and timely updates to the CAO and Advancement team.
Monitor web content relating to the Giving Section and Caroline Cummins Circle to ensure pages are fresh and relevant, informing the CAO of any needed corrections or updates.
Maintain high standards of professionalism, confidentiality, and integrity.
Other duties as assigned.
Required Qualifications
Bachelor’s degree.
Minimum of five years’ experience in an administrative role, preferably at an executive level.
Outstanding time‑management skills and attention to detail and accuracy.
Ability to manage numerous tasks and projects simultaneously, anticipate and meet deadlines, solve problems independently, and work effectively in a team environment.
Experience providing high‑level customer service and demonstration of professional ease working with industry leaders and high‑profile constituents.
Working knowledge of social media platforms.
Intermediate proficiency with Google Workspace and aptitude for learning new technology.
Familiarity with Raiser’s Edge and/or other fundraising software.
Salary and Benefits The anticipated salary range for this position is $76,000 to $90,000 annually. The Bishop’s School also offers medical, dental, and vision plans, a generous retirement plan contribution with match, paid vacation, paid holidays throughout the year, and daily lunch prepared by the School’s Food Service team when school is in session.
How to Apply Interested candidates are invited to submit a current resume and cover letter using the link provided. Please do not contact the school directly.
EEO Statement 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.
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