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 - Education and Yrs Exp:
Associates plus 3+ years' experience or equivalent combination of education and experience

Required Qualifications - Skills, Knowledge and Abilities:

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
• Excellent communication & interpersonal skills with a strong customer service orientation
• Demonstrated initiative, sound judgment, and the ability to work independently and proactively
• Ability to maintain confidentiality and handle sensitive donor and institutional information with discretion
• Ability to work collaboratively within a team structure and across departments
• Strong commitment to a diverse working environment and to serving the needs of a large and diverse community.
• Brings a sense of humor, positivity, and professionalism to the workplace.

Education and Experience

• Associate degree or the equivalent combination of education and experience.
• Three plus years of administrative assistant experience, preferably in a complex, fast-paced environment
• Experience coordinating meetings and correspondence involving senior executives, donors, or high‑net‑worth individuals, including working with their assistants or advisors.
• Professional experience in environments where relationship management, confidentiality, and tone are critical (e.g., advancement, higher education, nonprofit, healthcare, or executive support roles).

Preferred Qualifications:

• Experience supporting fundraising professionals, gift officers, or senior leadership in a development, advancement, or nonprofit setting strongly preferred
• Bachelor’s Degree preferred.

Description:

Senior Leadership Support

• 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, including assistants and advisors, ensuring courteous, timely, and polished communication that reflects institutional priorities and relationship strategies.
• Coordinate cross-functional projects, track progress on key deliverables, prepare agendas, take notes, and follow through on action items as needed.
• Draft, edit, and distribute high-quality correspondence, reports, and presentations.
• Maintain consistent and professional communication across all channels to strengthen institutional relationships and promote engagement.
• Maintain documentation to support effective communication, decision-making, and goal attainment.
• Exercise sound judgment when handling sensitive information, inquiries, and competing priorities on behalf of senior leaders.

Percentage Of Time:
40

Description:

Donor & Development Coordination

• 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.
• Collaborate with gift officers, communications, stewardship, and donor relations staff to coordinate logistics for donor meetings and events (materials, room reservations, catering, travel, follow-up communications).
• Apply discretion and diplomacy when coordinating donor and prospect communications, meeting logistics, and follow‑up, anticipating preferences, managing sensitivities, and escalating issues appropriately to gift officers or senior leaders
• Maintain accurate accounting of expenses, including invoices and contracts, ensuring timely submission.
• Provide ongoing programmatic support such as data entry, mail coordination, gift-in-kind tracking, and related tasks to facilitate development team operations.
• Provide on-site support for donor meetings, events, and leadership engagements as needed.

Percentage Of Time:
30

Description:

Project & Workflow Management

• Lead or support special projects across multiple departments or advancement functions, managing timelines, resources, and deliverables.
• Develop and maintain systems to track tasks, deadlines, calendars, project milestones, and budget expenditures.
• Identify process improvement opportunities and implement solutions to enhance operational efficiency and programmatic impact.

Percentage Of Time:
20

Description:

Professional Development & Engagement

• Participate in organization-wide initiatives and trainings supporting a diverse, equitable, and inclusive work culture.
• Utilize internal and external resources for personal and professional development.
• Attend departmental and organizational retreats focused on planning, team building, and professional growth.
• Stay informed on Advancement trends and best practices, applying them to your work.

Percentage Of Time:
10

Demonstrates a commitment to diversity, inclusion, and cultural awareness through actions, interactions, and communications with others.

Performs other duties as assigned.