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Administrative Assistant to Leadership Gifts Team and Chief Development Officer

St. Paul's School

St. Paul's School, located in Concord, NH, is a co-educational, fully residential high school founded in 1856.  We are an Episcopal school, welcoming of all faiths, made up of approximately 525 students from all over the world.  We are a community of students and teachers and families, who live and learn together. 

Administrative Assistant to Leadership Gifts Team and CDO ‐ Full‐time, Full‐year, Non‐exempt  Provide comprehensive administrative support to data‐ and relationship‐driven team of Leadership Gift Officers  (LGO), and Chief Development Officer (CDO).  Key functions include coordination of all travel, reports,  documentation, data integrity and department‐wide budget management including accounts payable processing  and reconciliation of expenses for Business Office, and assist with oversight of the Prospect Management and  Tracking System, with the overarching goal of increased philanthropy.  


Provide comprehensive administrative support to data- and relationship-driven team of Leadership Gift Officers (LGO), and Chief Development Officer (CDO).  Key functions include coordination of all travel, reports, documentation, data integrity and department-wide budget management including accounts payable processing and reconciliation of expenses for Business Office, and assist with oversight of the Prospect Management and Tracking System, with the overarching goal of increased philanthropy.
Essential Duties and Responsibilities include the following.  Other duties may be assigned at the discretion of employee’s supervisor.
  • Assist with office-related responsibilities for multiple Leadership Giving Officers and the Chief Development Officer that includes, but is not limited to, composing, typing and/or proofreading correspondence, managing phones, filing, scanning, mail merge, data entry and preparing for prospect meetings.  
  • Prepare itineraries and manage visit calendars for the LGO team and CDO.  Make both domestic and international travel arrangements to include air, train, car rental, ferries, and hotels as needed.
  • Extensive Raiser’s Edge database responsibilities to support the needs of the LGO team and CDO, including but not limited to, prospect assignment, opportunity/proposal management, actions and notes, data integrity, etc. Provide Database Manager with prospect updates related to address, business, constituency, philanthropic interests, etc. as necessary.
  • Reconcile and process monthly School MasterCard statements for LGO’s, CDO, and the Director of Advancement Engagement. Create reimbursement expense vouchers and ensure proper backup receipts and itineraries are attached. Responsible for coding, review, and processing of entire Advancement department MasterCard statements. Track all expenses for budget allocation status, as well as following year budget preparation/trends. Scan and electronically save as budget backup. Submit to Business Office by their designated deadline.
  • Process all vendor invoices submitted to the Advancement department and Alumni Association. Verify accuracy, providing backup as needed, coding and obtaining approval. Record all department expenses to spreadsheet for budget tracking and following year preparation. Scan and electronically save as budget backup. Submit to Business office by their weekly designated deadline. 
  • Run monthly Business Office budget reports and verify Advancement and Alumni Association expenses, both internal and external to our budget tracking spreadsheets. Manage the department’s Days on the Road spreadsheet. Provide segmented travel data to the Business office each year for insurance purposes.
  • Arrange for on-site meetings or visitors as necessary, including but not limited to securing space, accommodations, technology, preparing agendas, refreshments, etc. 
  • Process and track correspondence to/from prospects by scanning and electronically saving any paper documentation, recording appropriate actions/e-mails in Raiser’s Edge database and ensuring all correspondence, either paper or electronic, is recorded.
  • Provide support as needed to any department requiring assistance, i.e. bulk mailings, name tags, etc. Assist with “all-in” School-wide events as needed (preparation, staffing, serving as crowd manager), i.e. Anniversary/Graduation weekend, Family Weekend, SPS in Action, etc. 
  • Other duties as assigned

Qualification Requirements:

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily.  The requirements listed below are representative of the knowledge, skill, and/or ability required.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

·        High school diploma or equivalent; and at least five years of experience providing high-level support; or an equivalent combination of education and related experience.

·        Highly organized with exemplary planning and time management skills.

·        Motivated self-starter capable of working independently as well as within a team environment.

·        Must have firm grasp of the English language; including grammar, spelling, and punctuation.

·        Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals.

·        Ability to solve practical problems and deal with a variety of variables in standardized situations. 

·        Expertise with database programs and report writing, with strong preference for Blackbaud’s Raiser’s Edge and Crystal Reports experience.

·        Proficient in MS Office Suite.

·        Ability to prepare accurate reports from varied statistical information.

·        Excellent interpersonal communication skills, especially across all levels of the School and with donors.

·        Judgment and decision-making ability.

·        Strong writing, editing, and proofreading skills required.

·        Knowledge of standard office methods and procedures.

·        High degree of discretion and confidentiality.

Physical Demands: 

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, would occasionally be required to stand, walk, sit for long periods, reach with hands and arms, climb or balance, stoop or kneel, talk and hear, and use fingers and hands to feel objects, tools or controls.

Specific vision abilities required include close vision, distance vision, depth perceptions, and the ability to adjust focus.

Must be able to climb stairs and be capable of using visual display keyboard with continuous wrist movement on a keyboard. 

Must occasionally lift and/or move up to 25 pounds.

Work Environment:

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Standard office setting


Overtime may be required based on the needs of the department and the School.  Occasional weekends are required for significant School events.

How to Apply:

Members of the St. Paul's School staff are an integral part of the community, supporting the needs of the School's 500 students and 100 faculty members. The School offers a competitive benefits package, including health insurance, and an excellent retirement plan.

To apply for this position:

Job Location:


Date Added: June 12, 2019

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