Assistant to The Annual Fund

Department:      Alumni and Development

FLSA:                  Non-Exempt

Reports to:        Director of The Hotchkiss Fund (DHF)

Status:               Full-time, calendar-year; some evening and weekend work required

Travel:               Occasional

Location:          Hybrid – 3 days/week in the office

POSITION SUMMARY:

The Hotchkiss School seeks a highly organized, proactive, and strategic administrative professional to support all aspects of The Hotchkiss Fund (THF) and the Parent Giving and Engagement Program (PGE). Primary duties include but are not limited to maintaining project calendars, supporting donor and volunteer events, entering constituent data and event responses into the CRM, formatting documents, merging and mailing letters, and supporting the various administrative needs of the Director of The Hotchkiss Fund. The Assistant will field inquiries from faculty, parents, donors, and alumni, and will have access to sensitive information. In addition to responding to inquiries in a professional and helpful manner, they will be expected to maintain confidentiality and exercise discretion.

The Assistant to The Hotchkiss Fund and Parent Programs will work closely with the Director of The Hotchkiss Fund (DHF), The Director of Parent Giving and Engagement (DPGE), the Director of Reunion Giving, and other members of the THF team. They will also be expected to work collaboratively with colleagues on other Alumni &  Development (A&D) teams and to contribute meaningfully to the overall success of the Alumni & Development Office.

The Assistant is a non-exempt, full-time (40 hours per week), calendar-year position. The work day is generally scheduled from 8:30 a.m. to 5:00 p.m. (mostly flexible, but some weekend or evening work may be required).

ESSENTIAL FUNCTIONS:

• Organize and maintain THF team calendar, including booking meeting rooms, and assisting with the preparation of meeting materials.
• Update the master A&D calendar with team-related events and appeals
• Draft project plans for THF and PGE events and initiatives.
• Support volunteer training and maintain the online volunteer portal.
• Manage filing, including the retention and retrieval of support documents to ensure a smooth and accurate workflow.
• Support THF and PGE events such as Day of Giving, alumni reunions, stewardship events, and donor and volunteer events.
• Support the administrative needs of the Director of The Hotchkiss Fund, including making travel arrangements and organizing expense reports.
• Other duties as assigned.

QUALIFICATIONS:

• High school degree required, associate’s degree or higher preferred.
• Five or more years of experience supporting a team of busy professionals in a fast-paced office environment.
• Excellent organizational, communications, and customer service skills required.
• A thorough command of correct grammar, sentence structure, and the standard conventions of composition is required.
• Ability to anticipate needs, prioritize tasks, and manage multiple projects at the same time.
• Demonstrated ability to adapt to change, learn new things, and seek creative solutions.
• Demonstrated ability to work collaboratively and independently.
• Proficiency with using G-Suite and Microsoft Office products.
• Experience with scheduling software and CRMs,(particularly Raiser’s Edge), is a plus.

PHYSICAL CONDITIONS:

• Sitting at a desk and using a computer much of the time.
• Repetitive motion (use of computer keyboard).
• Walking to other parts of campus to collect mail or packages is necessary.
• At events, a significant amount of time is spent standing and walking.
• Occasional bending, reaching, stooping.
• Periodic need to carry boxes (no more than 50 lbs), move tables and chairs, hang signs, and other similar tasks for events.
• The office and campus are non-smoking.

ADDITIONAL INFORMATION:

The essential functions and basic skills have been included. It is not intended to be construed as an exhaustive list of all functions, responsibilities, skills and abilities. Additional functions and requirements may be assigned by supervisors as deemed appropriate.

The Hotchkiss School is an equal-opportunity employer and is committed to basing judgments concerning the employment of individuals upon their qualifications and abilities. The School is firmly committed to equal employment and advancement opportunities for all employees and applicants in all phases of the employment process (including recruitment, hiring, assignment, terms, and conditions of employment, compensation, benefits, training, promotion, transfer, discipline, and termination).

 In accordance with applicable law, the School does not discriminate against any individual based on age, ancestry, color, genetic information, learning disability, marital status, past or present history of mental disability, national origin, physical disability, race, religious creed, sex, pregnancy, sexual orientation, gender identity or expression, veteran status, or any other protected characteristic.