Administrative Assistant, Advancement

2 months ago

Calgary, Canada Calgary French & International School Full time

**REPORTS TO**:Assistant Head of School: Community & Early Learning
**POSITION GROUP**: Support Staff
**STATUS**:Full-Time, Year Round

Calgary French & International School (CFIS) is a full French language immersion co-educational independent school, serving over 800 students from junior preschool through to Grade 12. For over 50 years, families have chosen CFIS because of our immersive French language learning environment that inspires children’s unique curiosity and exploration of the world around them.

Our dedicated faculty, staff and administration team partner with CFIS families to provide an extraordinary learning experience. Our students benefit from innovative teaching and learning approaches to address global challenges, and are empowered to take responsibility as open-minded, curious citizens who are prepared for the ever-changing world around them.

The Advancement Administrative Assistant is a key member of the Advancement team, which encompasses Development, Parent and Alumni Engagement, Marketing and Communication, and Enrollment Management. This team is focused on building recruitment and retention and creating strong community bonds through engagement and clear and transparent fundraising initiatives.

The Advancement Administrative Assistant will play a vital role in maintaining workflows toward deadlines, overseeing program calendars, and creating communication channels that keep the entire team on track and up to date.

This an excellent opportunity for someone interested in entering the Advancement profession as the role will provide many opportunities for learning in all areas of Development, Community Engagement, Marketing & Communications, and Enrollment Management in a creative, collaborative team atmosphere that equally values relationships and results.

This is a full-time position which may include occasional evenings and weekends during events and community initiatives. Some schedule flexibility is required.

**Responsibilities**:

- Working with many internal partners, create and maintain the Parent Portal Calendar.
- Assist with event execution: create the process for collecting and tracking RSVPs, create name tags, organize registration setup, and when necessary, attend events to assist the event lead with execution.
- Under the direction of the Director of Development, prepare all Major Gift Proposals.
- Under the direction of the Director of Development, maintain the Major Gifts Prospect list.
- Process all donations to CFIS and work closely with the Finance Department to ensure that all gift-processing procedures are accurate.
- Working closely with the Associate Director, Admissions, prepare and dispatch materials required during the enrollment and re-enrollment processes.
- Under the direction of the Associate Director, Marketing Communications, assist with the creation and formatting of communications documents.
- Overseeing administration duties such as setting meetings, taking and distributing meeting minutes, and filing.
- Preparing and organizing printed materials for all areas of the Advancement department.
- Supporting the scheduling of admissions assessments for new applicants.
- Monitoring inventory of school promotional materials and communicating with suppliers to replenish materials as needed.

**Essential Qualifications**:

- Post-secondary training or certification in administrative assistance or office support is an asset.
- Minimum of two years of experience in administrative support positions.
- Clear, correct written communication skills in English
- Understanding of database systems, structures, and best practices.
- Commitment to data privacy and confidentiality.
- Understanding of, and sensitivity to, principles of equity, diversity, and inclusion.
- Strong organizational skills with an eye for seeing opportunities for improvement in processes.
- Exceptional interpersonal/social interaction skills.
- Experience providing administrative support in a school or non-profit setting is an asset.

**Personal Qualities and Attributes**:

- An astute listener and strategist; comfortable receiving input from many sources, and able to analyze and formulate disparate information into a sound, well-organized plan.
- Intrepid yet tactful; determined yet respectful of others’ concerns; someone with the flexibility and creativity needed to find alternative ways to reach objectives when barriers arise.
- A hard worker with a high energy level and a willingness to work hands-on in developing and executing a variety of activities.
- Emotionally mature with a good sense of humor and the flexibility and sensitivity to work with diverse personalities and situations.
- Maintains confidentiality and protects sensitive information.
- Highly organized and detail-oriented with superior communication skills.
- Interpersonal skills that foster collegiality and further the common goals of CFIS’s mission, vision, and values.

**Compensation**

We offer a competitive, compre

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