Administrative Assistant - Institutional Advancement
Gann Academy - Waltham, MA

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Gann Academy seeks an Administrative Assistant in a fast-paced, warm academic office environment. Under the direction and supervision of the Director of Institutional Advancement, the Administrative Assistant provides clerical support to facilitate the administrative functions and effectiveness of the Institutional Advancement Office including Development, Admissions, and Marketing.

This position performs various administrative, technical and support functions including utilizing automated student information software (Blackbaud/Raiser's Edge), maintaining the department calendar, supporting the planning and execution of appointments, events, business meetings, mailings, and providing general support to the IA Department while maintaining confidentiality and setting priorities in accordance with the Director's strategic and management goals.

Gann Academy is a 15-year old pluralistic Jewish day school in Waltham committed to providing a challenging, nurturing, and inspiring education that integrates intensive Jewish studies with the sciences and the humanities.

Responsibilities include but are not limited to:

Administrative and Clerical Duties
  • Provide clerical and functional support to IA Department, Board members, various Board Committees and Gann Parent Association; attend Committee meetings and other events as needed;
  • Maintain VIP contact lists;
  • Compose, create, proof and type a variety of forms, letters, lists, reports, spreadsheets, applications, bulletins, files, folders and other materials as requested; file, duplicate and distribute/collect materials as necessary;
  • Coordinate, prepare, and distribute hard copy and electronic mailings to donors, faculty, staff, students, parents, and others as needed;
  • Collect and sort IA Department mail; and
  • Other administrative functions as needed.
Communication and Scheduling
  • Schedule meetings and appointments as requested by the Director of IA;
  • Maintain the master calendar for the IA Department; Maintain the Director of IA's calendar and appointments;
  • Organize, schedule, and assist with preparations for business meetings and events as needed; manage travel, hotel, meal and speaking/interview arrangements;
  • Answer telephone calls and email; greet visitors and provide information and assistance to callers, visitors, donors, Board members, students, parents, and faculty and staff; provide front desk coverage as needed;
  • Develop and maintain confidential and positive working relationships with administrators, faculty, staff, students, parents, Board members and donors; provide assistance to all constituents as needed; and
  • Remain in constant communication with the Director of IA through regular updates including sending emails, blind copy emails and verbal communication.
Skills and Qualifications
  • Ability to work with wide range of people — donors, Board members, students, parents, faculty, staff, and community members; Possess excellent customer service skills:
  • Possess strong computer skills in MS Office Suite: Excel, Word, PowerPoint, etc.; mail merge skills required; fluent with web-based communication and technology; excellent email etiquette;
  • Ability to prioritize a number of projects, assimilating information with accuracy and consistent attention to detail and meet schedules and deadlines with minimal supervision; Ability to work independently and effectively in a changing, fast-paced environment;
  • Self-starter with excellent decision-making capabilities; and
  • Possesses effective written and oral communication skills and organizational and interpersonal skills working within a team environment.
Education and Experience Requirements
  • Proficiency in Microsoft Office Suite required
  • Bachelor's Degree preferred
  • 3-years of administrative experience required; experience in an academic or development office or school environment a plus

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