Austin Preparatory School, located in Reading, Massachusetts about 15 miles north of Boston, is seeking qualified candidates for the position of Executive Assistant to the Office of External Affairs. The Executive Assistant will work directly with the Assistant Headmaster and will be responsible for performing a number of administrative duties, supporting the areas of Development, Alumni Relations, and Communications. The ideal candidate is highly self-motivated, professional, and capable of managing their work load and prioritizing tasks in a fast-paced environment. This position reports directly to the Assistant Headmaster for External Affairs and requires professional judgment, discretion, diplomacy, and confidentiality.
Specific responsibilities include:
Administrative assistant to the Assistant Headmaster and will primarily support the areas of Development, Alumni, and Communications, while also supporting Admissions events as necessary.
Manage day to day oversite of Veracross development components including updating and maintaining records, gift entry, reports, queries, and mail lists for alumni, current and past parents, current and past faculty, and general donors
Veracross gift entry, recording and tracking, thank you correspondence and reporting.
Responsible for monthly reconciliations and deposit details with the Business Office
Support outside consultants with campaign, feasibility studies, and wealth screenings.
Organization and administrative support for the Annual Golf Tournament which includes golfer correspondence and foursomes, sponsorship invoices and payment, silent and live auction organization; etc.
Coordination of major External Affairs events such as: Annual Signature Event, Capital Campaign Events, Memorial Scholarship Luncheon, Hall of Fame Induction, Major Donor Receptions, St. Augustine Lecture Series, 50th Reunion Receptions, International Receptions; etc.
Follow up correspondence from event sponsors, attendance and participants.
Ordering of donor signs, plaques, and other External Affairs office needs.
Record keeping and notes for Development Committee Meetings & External Affairs
Support/assist Communications in mass email correspondence and press releases
Coordinate and manage the External Affairs calendar, Assistant Headmaster calendar and serve as resource scheduler
Manage purchase order records, vendor follow up, and External Affairs commitments
Additional tasks as assigned by the Assistant Headmaster for External Affairs
Skills and Knowledge
Background in Development a plus
Strong organizational and interpersonal skills.
Ability to multi-task, organize and prioritize work.
Must possess excellent oral and written communication skills.
Works independently with minimum supervision.
Proficiency with MS Office Suite and mail merge documents
Proficiency with Veracross database system a plus.
Experienced in report writing and business correspondence.
College degree preferred, but not required.
PLEASE SUBMIT RESUME, COVER LETTER AND REFERENCES VIA EMAIL ONLY TO: email@example.com. No phone inquiries, please.