Administrative Assistant IV

Position Purpose

This role provides cross-functional administrative and logistic support across the Medical and Healthcare Advancement (MHA) team and in support of the missions of the Geisel School of Medicine at Dartmouth College and Dartmouth Health. Coordinates administrative and operational activities that enhance relationship management with donors and prospects, streamline support for gift officers, increase departmental efficiency, and ensure the smooth execution of strategic initiatives. This is a hybrid position with an expectation of periodic on site presence to support donor engagement, senior leadership needs, and team collaboration. The role requires a minimum of two on site workdays per month, with flexibility around scheduling. The role also requires attendance at quarterly in person, all staff meetings and in person Development team meetings held every other month.

Required Qualifications

Associates plus 3+ years' experience or equivalent combination of education and experience.

Skills & Knowledge

• Detail-oriented in preparing documents, presentations, and donor-facing materials
• In-depth knowledge of office procedures and administrative best practices
• Demonstrated ability to communicate confidently and professionally with high-level external stakeholders, including donors, prospects, and their administrative staff, both written and verbal.
• Strong judgment and situational awareness when representing leaders or the institution in donor-related interactions, scheduling, and logistics.
• Exceptional organizational and planning skills, with the ability to manage multiple priorities and deadlines
• Proficient with Microsoft Outlook, Word, Excel, and donor databases such as The Raiser’s Edge or Advance

Key Responsibilities

Senior Leadership Support (40%)

Provide direct administrative support to senior staff, managing complex calendars and scheduling, prioritizing competing demands, and ensuring seamless daily operations. Serve as a professional first point of contact for donors, prospects, and their representatives.

Donor & Development Coordination (30%)

Manage scheduling and calendars for donor visits and meetings, including coordinating travel arrangements and accommodations. Support donor strategies by maintaining accurate records in The Raiser’s Edge and Advance systems.

Project & Workflow Management (20%)

Lead or support special projects across multiple departments or advancement functions, managing timelines, resources, and deliverables.