Executive Assistant to the Chief Advancement Officer

Amherst has taken a leadership role among highly selective liberal arts colleges and universities in successfully diversifying the racial, socio-economic, and geographic profile of its student body. The College is similarly committed to enriching its educational experience and its culture through the diversity of its faculty, administration and staff.

Job Description:

Amherst College invites applications for the Executive Assistant to the Chief Advancement Officer position. The Executive Assistant to the Chief Advancement Officer is a full-time, year-round position, starting at $33.00/hour - commensurate with experience. Given Amherst's distinction as one of the most diverse liberal arts colleges in the country, the successful candidate will demonstrate the ways in which they bring value to and will work towards supporting a broadly diverse community.

The Executive Assistant to the Chief Advancement Officer plays a critical role in providing high-level administrative and logistical support to the Chief Advancement Officer, the Associate Chief Advancement Officer and the Director of Principal Giving Strategy. This position is integral to facilitating Advancement’s mission, supporting a wide range of constituents, including the president, trustees, top donors, administrators, faculty, alumni, parents and friends.

As the primary administrative contact for the Office of the President , the Office of the Board of Trustees and senior staff for Advancement matters, the Executive Assistant ensures smooth and efficient operations across all Advancement activities. This role requires exceptional organization and interpersonal skills to coordinate complex schedules, track principal gift activities and manage materials for key meetings and committees, including Board committees.

The person in this role is expected to work as part of a collaborative and inclusive team including taking appropriate actions to support a diverse workforce and participating in the College’s efforts to create a respectful, inclusive, and welcoming work environment. In addition, all advancement staff members are required to support and staff key events such as Reunion, Homecoming, and Family Weekend. These events may require occasional evening and weekend hours.

This is a critical support role and the nature of this work requires this position to be full time in the office.

Summary of Duties and Responsibilities:

Administrative & Logistical Support

• Represent Advancement in communications with a diverse audience of internal and external constituents, ensuring all written and verbal communications are accurate, professional and timely.
• Serve as the primary point of contact for the Office of the CAO; engaging warmly, exercising independent judgment, and responding to inquiries with discretion while providing accurate information regarding College policies and decisions.
• Manage a variety of complex tasks with multiple stakeholders in a detail-oriented, professional, confidential, and organized manner while balancing competing demands.
• Proactively manage complex calendars for the CAO/ACAO including scheduling meetings, confirming travel/events, anticipating needs, and troubleshooting scheduling conflicts with individuals and groups.
• Oversee the collection and collation of briefing materials for Advancement travel and events- proactively communicating deadlines and timely delivery to the President's Office.
• Navigate complex and sensitive situations with tact and diplomacy; taking initiative to ensure matters requiring attention are handled appropriately and with a problem-solving mind-set.
• Provide a bridge for smooth communication between Advancement and other departments, serving as a liaison with the President’s Office to maintain credibility, trust and support across campus.
• Assist the CAO in oversight functions by reviewing, monitoring and approving forms and reviewing correspondence and documents prepared by other offices for the CAO’s signature.
• Research, prioritize, and follow up on incoming issues and concerns addressed to the CAO, including sensitive or confidential matters; determine the appropriate course of action, referral or response, and ensure completion of trip reports and follow-ups from CAO travel and donor or volunteer meetings.
• Support the work of the Board of Trustees Committee on Institutional Advancement and trusteeship committee, including preparing quarterly materials for committee members.
• Coordinate meetings, office events, divisional gatherings and other special events.
• Provide proactive coordination and agenda preparation for standing meetings and staff gatherings, working with departmental leaders to track action items and ensure timely followup and resolution.
• Maintain an