The Hotchkiss School seeks a highly-organized, proactive, and strategic administrative professional to support all aspects of the growing seven-member Leadership Giving team. Primary duties include calendar management, travel planning, donor database data entry, document creation/management, event support, and other administrative tasks such as filing expenses and keeping and ordering team supplies. This individual will have access to information of a highly sensitive nature and will be expected to maintain strict confidentiality at all times. The administrative assistant will effectively screen and handle internal/external inquiries and demonstrate good judgment and an understanding of the Alumni and Development Office’s internal/external customers and the School’s overall operation.
This is an exciting time to join the Alumni & Development Office, as the School is in its first large-scale comprehensive campaign in more than thirty years. The Assistant will be a key partner to the Leadership Giving team within the Alumni and Development Office. They will work in close collaboration with senior administrative staff, supporting the head of school and the chief advancement officer.
The Administrative Assistant is a non-exempt, full-time (40 hours per week), year-round 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).
The Administrative Assistant works on campus in Lakeville, CT, and there may be some consideration for a hybrid work arrangement.
Apply today by submitting your resume and cover letter.
Organize the team calendar for internal and external meetings;
Schedule team meetings and book meeting rooms;
Assist with preparation of materials for team meetings, take minutes and process debriefings;
Assist team members with their travel arrangements;
Assist team members with the administration of their expenses;
Prepare correspondence (e.g., draft/edit letters, contact reports) and various documents;
Manage data entry for team members following meetings or correspondence with donors;
Maintain confidential files and records in an orderly and efficient manner; manage retention and retrieval of support documents to ensure a smooth and accurate workflow;
Work collaboratively on documents prepared by/for the executive director of leadership giving;
Work collaboratively and effectively with other senior administrative staff/offices on campus (e.g., the Head of School, Admission, and Business Offices);
Compile and concisely summarize information from a variety of internal and external sources; may be required to prepare executive summaries utilizing charts, graphs, and tables using various computer applications;
Welcome visitors to the Alumni & Development Office;
Manage the team office and gift supplies with eRequester and Central Receiving;
Coordinate with Information Technology Services and Dining Services;
Keep a digital record of gift supplies to ensure timely replacement and anticipate the needs of the team. Mail gifts to constituents on behalf of team members;
Assist in supporting the campaign manager and leadership gifts team in planning events, thanking hosts, and registering participants in the database, and
Perform all other duties and responsibilities as assigned.
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 skills; ability to perform detailed tasks; to anticipate and prioritize, and function well under a variety of deadlines;
Demonstrated ability to work collaboratively as a member of a successful team in a high energy environment, including interactions with both internal and external constituents such as alumni and parents;
Demonstrated in-depth knowledge of office practices, communications, and equipment;
Preference given to candidates who have excellent proficiency using G-Suite and Microsoft Office products, scheduling software, and some experience with database management, particularly Raiser’s Edge. Willingness to learn new skills is encouraged;
A thorough command of correct grammar, sentence structure, and the standard conventions of composition is required.
Must be comfortable working accurately with numbers;
Demonstrated ability to handle matters of an extremely confidential nature is required. Discretion and an understanding of the sensitive nature of development work are essential.
The Leadership Giving team and their Assistant must work with the highest level of mutual trust;
Superior customer service skills required.
Sitting at a desk and using a computer much of the time.
Repetitive motion (use of computer keyboard).
Office and campus are non-smoking.
Occasional lifting of boxes and similar materials.
Walking to other parts of campus to collect mail or packages may be necessary.
COVID-19: Given the persistent risks of the spread of the COVID-19 virus -- risks that are heightened due to the emergence of more highly transmissible variants -- all employees of the School are required to be fully vaccinated by their first day of work as a condition of employment. Employees who are unable to receive the vaccine due to disability, medical condition, or a sincerely held religious belief may request an exemption, which will be reviewed by the School to determine the availability of any reasonable accommodations.
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. This position description is subject to change at any time.
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.
Department: Alumni and Development Office
Job Designation: Full-time calendar year staff, some evening and weekend work required
Reports to: Campaign Manager
Job Location: Lakeville, CT; In-person/On-site, with some consideration for a hybrid work arrangement.
Located in the scenic Berkshire-Taconic landscape in the quiet northwest corner of Connecticut, The Hotchkiss School is a community in which faculty and staff members build careers and grow as professionals. We seek to identify, recruit, and develop faculty and staff members who bring a diversity of experiences, perspectives, talents, and backgrounds. Collectively, we are dedicated to supporting the intellectual, social, and emotional growth of nearly 600 students who come from around the country and the world.
In the 2021-2022 school year, 39 percent of Hotchkiss students are U.S. students of color, 13 percent are international, and 96 percent of students are boarders from 27 countries and 36 states in the U.S. The School is eager to accept applications from individuals who are excited to support an inclusive and warm learning community for students from a wide array of backgrounds and experiences.