Executive Assistant

Status: Full Time, 12 Months
Reports To: Assistant Head for Advancement

The Ethel Walker School has an opening for a full-time Executive Assistant in the Advancement Office.

Position Summary

The Executive Assistant provides high-level administrative support to the Assistant Head for Advancement. This individual is instrumental to the seamless execution of the Advancement Office’s priorities and in strengthening relationships between The Ethel Walker School and a variety of internal and external constituencies — including trustees, donors, faculty, alumnae, and colleagues across departments. The Executive Assistant manages complex schedules, facilitates communication, supports key initiatives and committees, and contributes to a high-functioning Advancement team and operation.

Key Responsibilities

• Represent the Assistant Head for Advancement and the Advancement Office with professionalism, discretion, and diplomacy in all interactions. 
• Serve as the confidential assistant to the Assistant Head for Advancement.
• Act as the first point of contact for the Advancement Office; welcome visitors and manage communications with warmth, diplomacy, and efficiency. 
• Manage the Assistant Head for Advancement’s calendar, including scheduling meetings, coordinating logistics, supporting travel planning, and anticipating needs.
• Partner closely with the Head of School’s Office to coordinate schedules, Board Committee meetings, and donor/prospect meetings that require the Head’s involvement. Lead logistics for Advancement-related travel for the Head of School. 
• Ensure comprehensive preparation for donor and stakeholder meetings, including compiling agendas, background materials, donor profiles, and related documents.
• Draft, edit, and prepare proposals, presentations, reports, correspondence, and other materials on behalf of Advancement leadership. 
• Serve as the liaison to Advancement-related Board Committees, including the Campaign and Advancement Committees: coordinate logistics, prepare meeting materials, support key volunteers, and produce/distribute minutes.
• Collaborate with the Prospect Management team to maintain and monitor call lists and action items for the Assistant Head for Advancement, Head of School, and Campaign Cabinet. Track progress in RENXT, ensure consistent movement on prospect strategies, and generate updates and reports that guide timely action.
• Support accurate and curated donor information in coordination with the Advancement Operations team, ensuring materials are organized and accessible for Advancement leadership and key committees. 
• Collaborate with Advancement team leaders to manage fundraising collateral, donor reports, and campaign-related materials. 
• Coordinate report requests and data flow between leadership and Advancement Services; help prioritize and streamline reporting needs.
• Complete gift/pledge commitment forms and related documentation; ensure data integrity in Raiser’s Edge in collaboration with the Advancement Operations team.

Budget and Office Operations

• Partner with the Director of Stewardship and Operations on budget oversight for the Advancement Office:
  • Process invoices, expense reports, and credit card reconciliations for the Assistant Head for Development and Director of Development and Engagement. 
  • Support monthly budget reconciliation and expense tracking. 
• Oversee daily operations of the Advancement Office, including:
  • Managing contracted services and subscriptions.
  • Monitoring and replenishing and ensuring procurement processes are in place and followed.
  • Facilitating and tracking facilities-related work orders. 
  • Maintaining and troubleshooting office equipment to ensure functionality and minimal disruption.

Talent Management and Onboarding

• Coordinate all logistics for Advancement team hiring processes, including interview scheduling, campus visit planning, and communication with internal partners. 
• Partner with the Assistant Head for Advancement and Human Resources to ensure a professional, welcoming, and seamless candidate experience.
• Collaborate with hiring managers to develop and implement a consistent, thoughtful onboarding experience for new team members.
• Anticipate onboarding needs and manage communications, materials, office and IT needs, and schedules to support new hire team integration and cohesion.

Event and Volunteer Support

• Attend and support key Advancement and School events, including Board meetings, Family Weekend, Grandparents Day, Reunion Weekend, and Commencement. This will require occasional evening and weekend availability. 
• Provide hospitality and event coordination support for visiting donors, trustees, and volunteers. 

Preferred Qualifications

• Bachelor’s degree required.
• Minimum of two years of experience in advancement/development or a comparable executive support role.
• Exceptional organizational skills and meticulous attention to detail.
• Ability to manage multiple priorities, anticipate needs, and meet deadlines in a fast-paced environment.
• Professional, proactive, and positive demeanor; sound judgment and adaptability.
• Excellent written and verbal communication skills.
• Strong interpersonal skills and the ability to build relationships with diverse stakeholders.
• High level of integrity; able to handle confidential and sensitive information with discretion.
• Proficiency in Microsoft Office Suite and Google Workspace.
• Familiarity with Raiser’s Edge or similar CRM/fundraising systems strongly preferred.
• Commitment to the mission and values of The Ethel Walker School and enthusiasm for supporting the Advancement Office’s success.

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 careers@my.ethelwalker.org.