Advancement Administrative Assistant
  • Administrative
  • Advancement

Lincoln School, Providence, RI

Accredited by NEASC and FCE

Lincoln School, founded in 1884, is an independent Early Childhood-Grade 12 Quaker school for girls in Providence, Rhode Island. We are currently seeking a full-time experienced professional to join a dynamic team at an exciting time in the life of the School. The successful candidate will play a prominent administrative role within Lincoln’s fast-paced fundraising office as the Advancement Administrative Assistant.

The 12-month position joins a small team of talented professionals who demonstrate exceptional commitment to Lincoln School’s mission. This individual will have a high level of professionalism, flexibility, enthusiasm and enjoy supporting their team. The Advancement Administrative Assistant see opportunities in obstacles and thrives in a fast-paced environment. They are action-oriented with excellent planning and organizational skills and are naturally detail-oriented (an eagle eye). They love administrative roles and are excited about the possibility of working in a school environment supporting engagement and fundraising strategies. They will also approach their work with a collaborative and supportive mindset and have demonstrated their ability to successfully manage multiple projects simultaneously, advocate their work, anticipate deadlines and can speak up when they need clarification or support from their manager. 

Responsibilities include but are not limited to:

Administrative Responsibilities

  • Provide administrative support for both the Director and Associate Director of Advancement
  • Track and manage monthly expense reports
  • Draft and prepare agendas and minutes, track RSVPs and manage correspondence for Board Committee Meetings. Create and modify presentations and materials for meetings.
  • Coordinate internal and external attendee calendars; reserve/schedule meeting rooms and make arrangements for equipment, seating, and refreshments, when necessary
  • Coordinate donor visits and tours, ensuring spaces are prepped and presentable and key staff members are available for introductions/meetings
  • Monitor the overall Advancement team budget, as well as submit and track all payment requests
  • Greet and direct visitors visiting the Advancement Office. Answer incoming phone calls for the Advancement team so that every caller experiences excellent customer service
  • Track inventory of supply needs for the team prior to events, programs, and major mailings. Order office supplies for the team
  •  Assist team members with mailings and manage postage accounts

Event Support Responsibilities

  • The position requires support for planning and executing the logistics for all Advancement events including
  • Track the budget for each event
  • Manage the event database, RSVPs and attendance status
  • Produce the print/mailing pieces for all the event collateral, including nametags, run of shows, schedules, and attendee bios
  • Support the Associate Director of Advancement in the execution of event logistics, including vendor research, quotes/proposal process, and coordinating meetings
  • Provide ongoing and timely communications with venue managers, vendors, Lincoln Maintenance Team and Advancement Team regarding event structure and needs
  • Submit all work orders, including tech and catering requests, for events help on campus and communicate with collaborating departments as needed
  • Maintain regular and efficient communication with volunteers, guests and the school community regarding events
  • Provide on-site coordination to deliver high quality, successful, and professional events. Serve as the primary point of contact for unexpected logistical challenges and solicit help from the team to resolve as needed
  • Work with the Associate Director of Advancement to manage volunteers and determine staff support for each event
  • Manage all post-event wrap up, including but not limited to tracking of attendance, vendor payments, storing materials properly and post-event communication to guests
  • Attendance at night and weekend Advancement events is required as a member of the Advancement team
  • Enthusiastically accepts other duties, as well as learning opportunities, as needed and assigned
     

Requirements:

  • Bachelor’s degree preferred or equivalent
  • Three to five years’ experience in an administrative role
  • Proven attention to detail and high level of accuracy
  • Resourceful problem-solver who excels at gathering and disseminating information
  • Advanced computer knowledge including Microsoft Office applications and database systems required
  • Demonstrated ability to work under deadline pressure with effective organizational, decision making, and communication skills with flexibility to change direction as needed to meet deadlines
  • Proven ability to partner with internal departments, senior staff, faculty and volunteers providing the highest level of customer service to all constituencies
  • Flexibility and willingness to perform other duties as requested, including willingness and ability to stay late on occasion and maintain a positive attitude

 

Interested candidates are encouraged to send a cover letter, resume and a list of three references that includes name and contact information no later than Friday, August 23rd to Julie Stafford, Human Resource, Benefits, and Payroll Manager at jstafford@lincolnschool.org.

The anticipated start date is October 1st.

 

Lincoln School is an Equal Opportunity/Affirmative Action Employer. Members of underrepresented groups and all persons committed to culturally responsive teaching are strongly encouraged to apply. Lincoln School values having diverse faculty and staff and strongly encourages applications from people of color, women, and people who are multilingual and share our commitment to educating girls to fearlessly embrace the opportunities and responsibilities of full citizenship in a complex world.

 

 

  • Assistant