The Bishop's School seeks an Executive Assistant, Advancement with an immediate start.

Reporting to the Chief Advancement Officer (CAO), the Executive Assistant (EA) provides high level administrative support to the CAO while also supporting the Advancement Office team in fundraising and campaign efforts. The successful candidate will demonstrate a high level of communication skills, professionalism and collegiality in engaging with internal and external constituencies, along with outstanding organizational skills and the ability to see tasks and projects through to completion efficiently and with an understanding of the importance of getting the details right.

Responsibilities Include:

• Manage CAO's calendar including the scheduling of meetings and travel in coordination with internal and external constituents
• Provide comprehensive meeting support including the reservation of facilities and conference rooms, preparation and/or collection of presentation materials, coordination of catering, and confirmation of participants
• Prioritize and ensure the smooth execution of meetings and conferences with thorough reviews of plans, resolving any conflicts that may arise with space usage or other event elements
• Manage the coordination of assigned aspects of stewardship and donor events and meetings; event and technology requests, venue arrangements and catering
• Provide highly professional and effective event communication for volunteers, attendees, the School community, and all constituencies involved
• Manage event invitations, RSVPs and follow up communications
• Serve as liaison to the Board of Trustees meetings as needed
• Assist in the preparation of trustee stewardship reports on campaign progress
• Support CAO in the management of departmental expense budgets, including campaign and fundraising budgets
• Educate team members on the budget process and monitor spending as needed
• Manage reimbursement requests providing adequate supporting documentation to the Business Office
• Oversee advancement office supplies and equipment maintenance
• Support CAO with correspondence management, providing triage as needed
• Provide administrative support for events and fundraising activities, including but not limited to, the annual gala, alumni engagement, annual giving, financial aid stewardship, campaign and operations
• Attend team meetings, various committee meetings, school functions, and other events as deemed important by CAO 
• Support frontline fundraisers with coordination of stewardship efforts
• Build queries and perform extractions from Raiser’s Edge in preparation of prospecting, donor acknowledgement, and mailings
• Partner with Database Manager and Advancement & Stewardship Coordinator to prepare detailed and accurate reports
• Organize the production and assembly of volunteer training materials, including printed and electronic versions and PowerPoint presentations
• Maintain adequate supply of general fundraising, stewardship and campaign materials
• Provide consistent and timely updates to the CAO and Advancement team
• Monitor web content relating to the Giving Section and Caroline Cummins Circle to ensure pages are fresh and relevant, inform CAO of any needed corrections or updates
• Maintain high standards of professionalism, confidentiality, and integrity
• Other duties as assigned

• Required Qualifications:

  • Bachelor’s degree
  • Minimum of 5 years’ experience in an administrative role, preferably at an executive level
  • Outstanding time management skills and attention to detail and accuracy
  • Ability to manage numerous tasks and projects simultaneously, anticipate and meet deadlines, problem solve independently as well as effectively work in a team environment
  • Experience with providing high-level customer service and demonstrated professional ease working with industry leaders and high profile constituents
  • Working knowledge of social media platforms
  • Intermediate proficiency with Google Workspace and aptitude for learning new technology
  • Familiarity with Raiser’s Edge and/or other fundraising software

About The Bishop's School

Founded in 1909 and affiliated with the Episcopal Church, The Bishop’s School is an independent, coeducational college-preparatory day school for 800 students in grades six through twelve located on a historic campus in the heart of La Jolla, just 10 miles north of downtown San Diego. With a student-teacher ratio of approximately 9 to 1, Bishop’s is known for academic, artistic, and athletic excellence while celebrating character development, diversity, inclusion, and belonging. Last year’s applicant pool drew from 72 zip codes and 168 middle and high schools throughout San Diego County and beyond. Fifty-one percent of the student population self-identify as students of color. Additionally, over $4 million in need-based grants is awarded annually.

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