Administrative Assistant II

Administrative Assistant II

Company: Washington and Lee University

Job Location:

Category: Administrative Assistants

Type: Full-Time

Job Description:

We are seeking a highly organized and proactive Administrative Assistant to provide comprehensive administrative support to the Director of Leadership Giving and general administrative support for additional members of the Leadership Giving team. The successful candidate will play a vital role in ensuring the smooth operation of our fundraising team by managing administrative tasks, preparing reports and briefing materials, and facilitating efficient communication within the department.

Washington and Lee University actively promotes a dynamic and welcoming environment that allows students and employees of multiple backgrounds and perspectives to learn, work, and thrive together. Successful candidates will contribute to that environment and exhibit potential for excellence in their areas of expertise.

Essential Functions:

• Provide administrative assistance to the Director of Leadership Giving and Gift Officers, including managing calendars, scheduling appointments, and organizing meetings.
• Prepare and distribute correspondence, memos, and reports as needed.
• Handle incoming communications, including phone calls, emails, and mail, and respond or redirect as appropriate.
• Manage reimbursement requests and expense reports for the Director of Leadership Giving and Gift Officers.
• Track departmental expenses and assist with budget management as needed.
• Serve as the primary point of contact for donors, providing exceptional customer service and ensuring timely responses to inquiries.
• Coordinate donor visits and meetings, including scheduling appointments, arranging logistics, and preparing meeting materials.
• Assist with the preparation of donor briefings and presentations, ensuring accuracy and professionalism.
• Create and maintain donor records and contact information in the database (e.g., Slate) and update as necessary.
• Generate queries and run reports from Slate to support fundraising activities, donor stewardship, and prospect research.
• Ensure data integrity and accuracy in the donor database by regularly updating records and performing data entry tasks.
• Work collaboratively with team members to achieve departmental goals and objectives.
• Provide support and assistance to other members of the development team as needed.
• Other duties as assigned.

Work Schedule: Monday - Friday; 8:30 a.m. - 4:30 p.m.

Minimum Qualifications:

• High school diploma or equivalent; associate's or bachelor's degree preferred.
• Proven experience in administrative support roles, preferably in a fundraising or nonprofit environment or a combination of education and experience which would provide a similar level of skill.
• Proficiency in Microsoft Office suite (Word, Excel, PowerPoint) and experience with database management systems (e.g., Slate).
• Strong organizational skills and attention to detail, with the ability to prioritize tasks and manage multiple deadlines effectively.
• Ability to maintain confidentiality.
• Excellent communication (both orally and in writing) and interpersonal skills, with a professional and courteous demeanor.
• Ability to work independently and take initiative, as well as collaborate effectively in a team-oriented environment.
• Flexibility to occasionally work nights and weekends as required for special events or donor engagements.

Application Instructions:

Review of applications will begin immediately and continue until the position is filled. Required materials include:

• Cover letter
• Resume
• Names and contact information for three professional references

Application instructions for internal and external candidates can be found at https://www.wlu.edu/employment-opportunities/jobs-at-w-l.

Position Type: Non-Exempt, Full Time, Benefit Eligible

Minimum Pay: $21.95 - Pay Commensurate with Experience

Washington and Lee is an Equal Opportunity Employer seeking candidates committed to high standards of scholarship, performance, professionalism, and to a welcoming campus community. Job description requirements are representative, but not all-inclusive of the knowledge, skill, and abilities needed to successfully perform this job. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform essential functions.

To apply, visit: https://wlu.wd5.myworkdayjobs.com/en-US/WLUCareers/job/Lexington-VA/Administrative-Assistant-II_R1403

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