Administrative Assistant, Development at Babson College in Wellesley, Massachusetts

Job Description:

THE OPPORTUNITY
The Administrative Assistant provides general administrative support for Regional Domestic Giving in the Development Department and serves as the initial interface between the division and the College and external community. Specifically responsible for routinely interacting with multiple constituencies including faculty, staff, alumni and donors; being the first point of contact via telephone and email; facilitating all routine office functions, as well as domestic travel for staff in the group; performing special projects as needed; providing assistance to the domestic Development team, specifically supporting the Assistant Vice President, Development including scheduling meetings, managing calendars and coordinating travel arrangements, filing expenses, preparing travel itineraries, organizing day to day activity, and booking meeting spaces; and preparing and distributing reports and maintaining records and organizational systems and proper data entry in databases related to donor information, fundraising activities, and prospect research. This position will collaborate with Advancement Team colleagues to support fundraising initiatives

WHAT YOU WILL DO

Maintain supervisor's office and travel calendar, planning logistics for meetings and special events.

Assist with domestic travel arrangements for gift officers, including hotel reservations, scheduling flights, and transportation.

Assist with budget preparation, receipts, expenses, and record keeping.

Handle research requests, reports, and event attendance lists. Compile background documentation for meetings, ensuring content is accurate and up to date.

Support gift officers with database entry, including actions, proposals, gift agreements, and reports.

Provide overall administrative support to the department including but not limited to: entering, formatting, and printing information; organizing work; relaying messages; maintaining files; monitoring equipment; and assessing and ordering supplies.

Serve as the first point of contact for the office which includes greeting and receiving visitors; answering and screening phone calls; referring individuals to appropriate staff; and ensuring accurate and timely assistance in all matters.

Write and type correspondence, reports, and other materials for own or supervisor's signature. Proofread and edit copy generated by supervisor and others, and respond to all emails in an appropriate and timely manner.

Oversee maintenance of electronic and paper filing systems and databases including retrieval of information, supervision of data entry, interfacing with IT for problem resolution, and revising existing or creating new processes for maximum efficiency. May also assist with updates to department website.

Participate in Advancement outreach for special events and campaigns.

Ensure compliance with Babson College policies and procedures.

Assume additional responsibilities and special projects as required.

YOUR TEAM WILL INCLUDE

N/A

WHAT EDUCATION AND SKILLS YOU WILL NEED

Associate's Degree

At least 3-5 years of experience in office administration, development experience preferred.

Ability to work independently and as a team-member, anticipate needs, act with sound judgment and maintain strict confidentiality in all aspects of work

Must have excellent writing, editing, and proofreading skills

Must exercise extreme attention to detail which includes being thorough, accurate, and organized

Must have strong interpersonal, customer service, and communication skills, positive and professional demeanor at all times, and ability to perform multiple tasks and balance multiple priorities is essential

Exceptional technology skills including knowledge of MS Office (Word, Excel, PowerPoint, Outlook, etc.) is necessary

Ability to envision and propose new methods to perform tasks that support ET&A; take thoughtful risks; and accept new and ongoing initiatives, objectives, and solutions to gain sought-after results.

Ability to anticipate and embrace change; demonstrate willingness to achieve, acquire, and utilize new skills and challenging tasks; and is flexible in changing conditions.

Ability to work with ethnically, culturally, and socially diverse colleagues and other constituencies

HOW AND WHERE YOU WILL WORK

Requires work onsite a minimum of 3 days a week (Monday and a minimum of 2 other days; additional requirements based on outlined department policy); the on-campus requirement is subject to modification based on organizational need.

ADDITIONAL SKILLS YOU MAY HAVE

Bachelor's Degree preferred

Development or higher education experience a plus

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