Administrative Assistant Advancement Department

• Serve as a trusted organizational partner to the President and Director of Advancement.
• Build and maintain systems for calendars schedules priorities deadlines meetings and follow-up.
• Coordinate schedules and logistics to maximize the efficient use of leadership time.
• Track action items and ensure important commitments and projects move forward.
• Prepare meeting materials correspondence documents and presentations as needed.
• Maintain organized electronic and physical records with appropriate discretion and confidentiality.
• Anticipate needs and proactively address administrative obstacles.

• Translate priorities into clear timelines task lists workflows and project trackers.
• Coordinate multiple projects efficiently while maintaining accuracy and attention to detail.
• Monitor progress and follow up with appropriate individuals to ensure timely completion.
• Identify opportunities to streamline processes and improve organizational efficiency.

• Provide administrative support for donor cultivation stewardship recognition and thank-you efforts.
• Prepare donor gifts correspondence mailing materials and other stewardship items.
• Maintain accurate advancement records and assist with data entry and reporting.
• Develop and maintain a strong working knowledge of database; Blackbaud and related advancement systems.
• Support the Director of Advancement with donor information schedules follow-up printing filing and other administrative needs.

• Provide logistical support for select school advancement alumnae donor and community events.
• Assist with event materials invitations registration supplies catering hospitality and follow-up.
• Manage routine administrative tasks including printing copying filing scanning ordering mailing and office supplies.
• Assist with meeting preparation including ordering lunches and organizing materials.
• Represent Regina with warmth professionalism discretion and care when interacting with students families alumnae donors volunteers vendors and community members.

• Associates or bachelors degree preferred or equivalent professional experience.
• Exceptional organizational time-management and project-coordination skills.
• Demonstrated ability to create efficient systems and workflows.
• Strong attention to detail accuracy and follow-through.
• Excellent written verbal and interpersonal communication skills.
• Proficiency with Microsoft Office and Google Workspace.
• Ability and willingness to learn maintain and support the use of Blackbaud.
• Ability to prioritize effectively and manage multiple responsibilities within a part-time schedule.
• High degree of professionalism discretion confidentiality and sound judgment.
• Ability to work independently anticipate needs and take initiative.
• Experience in education advancement nonprofit executive administration or project coordination preferred.
• Familiarity with Catholic education or a mission-driven organization preferred.

• The President and Director of Advancement are organized prepared and able to focus on their highest priorities.
• Calendars deadlines projects and follow-up are consistently managed.
• Effective systems exist for recurring administrative and advancement processes.
• Blackbaud information and workflows are maintained accurately.
• Donor and community commitments receive timely and thoughtful follow-through.
• Projects move forward because details are anticipated and coordinated.
• The President and Director of Advancement can confidently say:I know it is being handled.

Required Experience:

Junior IC