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Administrative Coordinator, Alumnae Relations, Advancement

2 months ago

Vancouver, British Columbia, Canada Crofton House School Full time

Job Summary:

Crofton House School is seeking a highly organized and detail-oriented Administrative Coordinator to join our Advancement Department. The successful candidate will provide administrative support to the Advancement Director and Assistant Director, Alumnae Relations, and will be responsible for planning and implementing various initiatives to support the CHS Alumnae Program.

Key Responsibilities:

  • Provide administrative support to the Advancement Director and Assistant Director, Alumnae Relations, including general office organization, mailing, filing, collecting RSVPs, and data entry.
  • Support the administration of the Silent Auction Committee, including providing committee members with periodic updates, tracking gifts-in-kind and supporting documentation, entering descriptions for all gifts-in-kind into the software, and managing correspondence related to the Silent Auction.
  • Co-responsible for the administration of all alumnae events, particularly events in support of the senior school students such as Career Conference, Capstone, University Ambassadors, and Speaker Series.
  • Support the Alumnae Association in all their requests, such as distributing minutes, communicating about specific events, collecting RSVPs, and informing the executive team of possible changes and conflicts in the calendar.
  • Provide administrative support to the Assistant Director, Alumnae Relations, including updating data into the system, maintaining Crofton Connect, sending invitations, updating website, and administrative assistance with all events supporting the CHS Alumnae Program.
  • Support the Assistant Director, Alumnae Relations, in liaising with the Career Education Department, Senior School, to effectively engage senior students and create strong ties to the school before graduation.
  • Support the Alumnae Association with all communication.
  • Distribute CHS Alumnae Association minutes and collect RSVPs for the President, Alumnae Association.
  • Responsible for general alumnae communications and liaising with the Communications Department.
  • Managing alumnae social media platforms and collecting & contributing to material related to the alumnae newsletter, '1898'.
  • Assist with administrative needs of alumnae relations programs such as Raiser's Edge data entry and address updates, Crofton Connect maintenance, and/or other strategic profiling as needed.
  • Solicit donations to support the School's fundraising initiatives from constituents such as alumnae, parents, and friends of Crofton House School.
  • Comfortable in articulating the different cases for support through one-on-one solicitations if required.
  • Maintain donors' informedness about progress fundraising initiatives while completing their donations.
  • Work with the Director Advancement and the Assistant Director Alumnae Relations to create class funds.

Qualifications, Knowledge & Experience:

  • A detail-oriented self-starter with three to five years experience in an administrative role.
  • Energetic and eager to tackle new projects and ideas.
  • Resourceful with a strong I can-do attitude.
  • Strong ability to prioritize while using sound judgment.
  • Comfortable interacting with a variety of stakeholders in a tactful, diplomatic, and professional manner.
  • Ability to adapt well to change, think ahead, and anticipate issues.
  • Excellent writing, editing, and proofreading skills.
  • Exercise discretion in dealing with confidential and sensitive issues.
  • Self-directed, willing to take initiative to implement improvements.
  • Ability to work both as part of a team and independently.
  • High School diploma as a minimum.
  • Fundraising knowledge, particularly in an independent school, is an asset.
  • Experience using Raiser's Edge or related CRM platforms as an asset.
  • Extensive experience with the Google Workplace and Microsoft Office Suite.