Position Summary
The Advancement Office at The Webb Schools is seeking a detail-oriented and organized Administrative Support Assistant to provide comprehensive administrative support to the department. This entry-level role is ideal for an individual who is eager to learn, collaborate with a dynamic team, and contribute to the operational effectiveness of fundraising, alumni relations, and advancement initiatives. In addition to supporting the Advancement Office, this position may provide administrative support to other departments as needed, including but not limited to Admissions or Marketing.
Key Responsibilities
- Provide general administrative support to the Advancement Office, including data entry, document preparation, filing, and correspondence
- Assist with assigned work tasks and projects to support department goals and timelines
- Collaborate closely with Advancement staff and, as needed, staff in other departments such as Admissions or Marketing to coordinate activities, meetings, and projects
- Maintain accurate records and databases with strong attention to detail
- Support basic project management activities, such as tracking deadlines, organizing materials, and following up on tasks
- Schedule meetings, prepare agendas, and take meeting notes as needed
- Assist with donor, alumni, prospective family, and constituent communications under the guidance of department staff
- Uphold confidentiality and professionalism when handling sensitive information
Required Qualifications
- High school diploma or equivalent required
- 0–2 years of administrative, office, or relevant experience
- Strong attention to detail and organizational skills
- Ability to manage multiple tasks, prioritize assignments, and meet deadlines
- Strong written and verbal communication skills
- Ability to collaborate effectively with multiple departments and stakeholders
Requirements for Success in the Role
- Strong computer skills with proficiency in Microsoft Office applications (Word, Excel, Outlook, PowerPoint) and/or Google Workspace
- Effective email management skills, including organizing inboxes, drafting professional correspondence, and timely follow-up
- Ability to use communication tools such as email, Microsoft Teams, and phone professionally, as needed or preferred by the department
- Comfort learning and using department-specific systems, databases, and project management tools
- Strong organizational and time-management skills with the ability to track tasks and meet deadlines
- Clear, professional communication style and a customer-service-oriented approach
- Flexibility and adaptability to support multiple projects and departments as priorities shift
Preferred Qualifications
- Experience in an educational, nonprofit, or advancement/development setting
- Familiarity with databases, CRM systems, or project tracking tools (helpful but not required)
Personal Attributes
- Reliable, proactive, and adaptable
- Professional demeanor with a service-oriented mindset
- Strong follow-through and ability to take direction
Commitment to the mission and values of The Webb