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Advancement Assistant

4 months ago

Victoria, Canada St. Michaels University School Full time

**Advancement Assistant**

**Permanent, Full-Time, starting May 2024**

St. Michaels University School is seeking an Advancement Assistant to complement and support a dynamic and high-functioning Advancement Department. Reporting to the Director of Advancement, this position supports the Advancement team in an administrative capacity and supports fundraising initiatives and alumni relations programs. The Advancement Assistant strengthens relationships with key stakeholders in support of SMUS’ short
- and long-term advancement goals and initiatives, assists in the execution of targeted campaigns to key constituency groups, and ensures the success of SMUS signature events.

The Advancement Department is a front-facing, integral part of the School, committed to building relationships with community partners, donors, alumni, volunteers and families. The Advancement Department focuses on community engagement and fundraising.

**Work Schedule**:
Regular hours of work are 8.00 am - 4.00 pm Monday to Friday. To support departmental requirements for events and meetings outside of normal business hours, flexibility regarding hours of work will be required.

**Responsibilities include**:

- Builds and maintains relationships that will sustain the school, as part of the team involved in stewardship and cultivation initiatives with existing and prospective donors.
- Create individualized, customized donor reporting to support donor stewardship.
- Administrative support to Director of Advancement and other members of the Advancement team, as required.
- Manages calendar for Director of Advancement including booking meetings, ensuring all relevant and key school events listed, etc.
- Manages travel arrangements for the Advancement Department and the Head of School as needed.
- Supports the Advancement team, and liaises with other school stakeholders, especially Head of School, Admissions, Finance, and Marketing and Communications.
- Ensures Advancement events are planned and executed in a timely manner, and to a high standard.
- Supports targeted mail and phone campaigns to donors.
- Engages with parents, alumni, and key stakeholders at events, and as first point of contact for visitors.
- Using Raiser’s Edge database to support Advancement functions as needed, including tax receipting, gift processing, reports, constituent records research, and mailing lists.
- Prospect research for identified key constituents in support of all fundraising campaigns.
- Performs general office administrative duties, including managing invoice approvals, petty cash requests, producing meeting materials and volunteer training packages, and drafting correspondence.
- Other duties as required.
- Post-secondary degree or diploma in Office Administration, Office Management or a related discipline.
- 3-5 years previous experience in administrative support for executive leadership.
- Demonstrated ability to communicate effectively both verbally and in writing.
- Ability to work with discretion in preparing and handling personal financial information of a confidential nature.
- Willing to occasionally be flexible in working hours to include evenings and weekends.
- High level of attention to detail and accuracy of work. Ability to anticipate needs of the Advancement team.
- Intermediate-level knowledge of the Microsoft Office product suite.
- Experience working with fundraising databases, preferably Raiser’s Edge, with the ability to update, query, provide reports and issue tax receipts and thank you letters from the database.
- Experience working in fundraising environments, specifically fundraising campaigns (annual and capital) and experience with fundraising events.
- Ability to handle all interactions with diplomacy, confidence and tact.
- Demonstrated ability to organize and prioritize, work under time pressures to meet deadlines and handle interruptions and changing priorities.
- Demonstrated ability to work independently and make decisions to determine the appropriate action to take in handling inquiries.
- Ability to type 60 words per minute.
- Ability to work in a respectful and collaborative manner with colleagues and volunteers; previous experience working with volunteers is an asset.

**Salary**:
Annual salary range: $52,969 - $62,299.

**Criminal Record Check**:
Must pass and maintain a clear Solicitor General criminal record check for the purpose of working with children.

**Application Details**:
**About St. Michaels University School**:
Located in Victoria, British Columbia, Canada, St. Michaels University School (SMUS) is a Junior Kindergarten to Grade 12 day and boarding school with a global reputation for academic excellence.

Our students from over 30 countries all over the world have opportunities in academics, athletics, arts, leadership, service and outdoor education, and are inspired by an extraordinary staff committed to character growth and preparing students for what lies ahead in life. The school’s Mission shap