Advancement Associate

Advancement Associate

Status: Temporary – Leave Replacement, Non-Exempt
Reports To: Assistant Head for Advancement

The Ethel Walker School has a temporary opening for an Advancement Associate. The Advancement Associate is instrumental in the smooth operation of the School’s Institutional Advancement Office and provides support to the Assistant Head for Advancement and several committees of the Board of Trustees (Advancement, Trusteeship, and Equestrian). This is a temporary position from April 17, 2023 through August 2023.


Support the Assistant Head for Advancement in the day-to-day operations of the Advancement Office:

  • Calendaring
    • Maintain the Assistant Head for Advancement’s calendar.
    • Maintain the Office of Advancement’s calendar.
    • Coordinate with other school departments and external contacts to schedule meetings.
    • Foresee meeting needs including reserving meeting space and conference lines, drafting agendas, taking meeting minutes.
  • Travel Planning
    • Support the director’s travel including securing appointments, creating travel itineraries, hotel and air reservations using Concur and BTI; prep materials, gifts, travel documents; coordinates with Executive Assistant to the Head of School on travel and event details involving the Head of School.
    • Initiate travel planning support; well ahead of departure, organize materials needed for national and international trips, including gift wrapping, packaging, shipping.
    • Concur/BTI travel coordinator for Walker’s.
      • Communicate with BTI when new staff/faculty need access.
      • Provide documentation to new staff/faculty regarding BTI access and EWS travel policy and procedures.
    • Donor segmentation for travel planning and analysis.
  • Correspondence
    • Draft, edit and proof reads correspondence, proposals, donor documents.
    • Coordinate mailings.
    • Proofread written materials used in Advancement.
  • Budget Monitoring
    • Monitor department budget.
    • Record and process purchase orders, check requests and travel expense reports.
    • Reconcile monthly credit cards expenses.
    • Reconcile monthly budget report
  • General Office Management
    • Contracted services and subscriptions.
    • Ensure office supplies are stocked and reordered as needed.
    • Ensure copier is serviced regularly, repaired as needed, and supplies are stocked and reordered.
    • Submit and track work order requisitions.
    • Postage.
    • Pick up/deliver mail daily.
    • Document/copy checks for gifts processor that come through office; deliver checks to Business Office.

Support several Board of Trustees Committees:

  • Schedule committee meetings (Advancement, Trusteeship and Equestrian).
  • Reserve meeting space and conference lines, draft agendas, remind invitees, and track RSVPs.
  • Assist with meeting prep, including generation of reports, creation of graphical presentations.
  • Record meeting minutes.
  • Circulate meeting minutes and initiate follow-up.

Support Fundraising Activities and Donor Engagement:

  • Assist in the development of donor campus visits and itineraries.
  • Run donor gift record reports, donor segmentation for analysis and for travel planning.
  • Collaborate on social media content and output, promoting events, activities.
  • Organize project-based fundraising activities including documentation of giving opportunities, materials needed, progress reports, and donor recognition activities in conjunction with Walker’s stewardship program.
  • Research Raiser’s Edge (RE) for constituent giving history as needed.
  • Create and secure campus visit itineraries for major and principal gift prospective donors.
  • Draft MOUs/SOIs documenting endowments and pledges.
  • Coordinate birthday card mailing from the Assistant Head and the Director of Alumnae Relations.
  • Manage a small portfolio of annual donors, engaging as appropriate; make end of fiscal year calls to alumnae to solicit donations for the Annual Fund.


  • Self-motivated individual with desire to join a team building an advancement program of distinction.
  • Exceptional organizational skills, ability to work independently, attention to detail, efficiency.
  • Superior writing and editing skills.
  • Excellent technology skills with a high level of fluency in MS Office Suite of applications (Word, Excel, Powerpoint) and Google tools (Gmail, Drive, Calendar, Docs, Sheets, Slides, Forms, Sites).
  • Experience with fundraising and relational databases. Raiser’s Edge software experience preferred.
  • Strong interpersonal communication skills.


Occasional weekend and evening work for larger events or leading up to travel for:

  • Board meetings, donor events
  • Family Weekend, Grandparents’ Day
  • Reunion
  • Commencement

All qualified candidates are encouraged to apply. The Ethel Walker School is an Equal Opportunity Educational Institution/Equal Opportunity Employer that provides equal opportunity for all and does not discriminate on the basis of race, color, national origin, age, sex, sexual orientation, gender identity/gender expression, disability, religion, or veteran status.

To apply, please submit a resume, cover letter, and contact list of three (3) professional references in one (1) document to