Responsible for providing high level administrative support to the Vice President and the Director of Principal Gifts, including composing and editing letters and emails; preparation of confidential correspondence and reports; serving as a point person for internal and external stakeholders; maintaining the Vice President’s calendar; coordinating meetings, travel, and reimbursements; managing other major projects as needed.
Primary Position Responsibilities 1. Internal and External Stakeholder Communication • Assist Vice President and Director of Principal Gifts in composing and editing letters and emails as well as preparing and corresponding with a range of groups, including high level administrators within the College, high profile alumnae/parents/trustees/donors, and external partners • Prepare materials and reports for Board meetings, stakeholder presentations, etc. • Research data and information for upcoming projects or initiatives • Record notes of all staff meetings, leadership team meeting, and other meetings as necessary • Maintain high level of diplomacy in all communication
2. Fundraising Support • supports all activities involved with the cultivation, solicitation and stewardship of top leadership gift prospects and donors • Debriefs with VP and the Director and creates and enters contact reports and communicates pertinent information to others
3. Calendar and Travel Management • Maintain calendar • Coordinate meetings, including compilation of agenda items and necessary document; Utilizes high priority (vs. low priority) requests • Arrange room reservation, room set-up, and materials for meeting • Reserve and book all travel including transportation, lodging, registration, etc. • Complete travel authorization forms and travel expense reports • Prepare travel packets, including itineraries, briefings, and other supporting materials
4. Office Coordination and Document Approval • Process travel authorization and travel expense reports for staff • Approve staff timesheets • Coordinate and maintain staff vacation calendar • Coordinate annual staff planning meetings
• Bachelor’s degree required A minimum of five years’ of progressive administrative office experience • Excellent interpersonal skills – excellent judgment, diplomacy and sensitivity regarding confidential information • Excellent writing, editing, and proofreading skills • Knowledge of Microsoft Office including Word, Excel, Powerpoint; knowledge of database programs • Highly organized/good time management – ability to handle multiple priorities simultaneously • High tolerance for ambiguity and changing priorities • Flexibility and a good sense of humor. • Commitment to the mission and goals of Wellesley College
Wellesley is known for the excellence of its education, the beauty of its setting, its gifted faculty, and the uniqueness of its campus culture. But most of all, Wellesley is known for the thousands of accomplished, thoughtful women it has sent out into the world for over 100 years women who are committed to making a difference. Every year, some 2,400 of the world's top undergraduate women are challenged to exceed their own highest personal and intellectual expectations. The mastery Wellesley graduates demonstrate across the professional and vocational spectrum, and the influence they wield, whether in their own communities or on the world stage is testament to a singularly empowering undergraduate experience. Wellesley's lively academic community places a high value on rigorous, probing inquiry, and creative, cross-discipline thinking. Its collaborative approach to scholarship encourages students to question, debate, and refine their points of view, not only with each other, but with our world-class faculty, often by working directly with them on groundbreaking projects. A Wellesley education fosters the highest standard of readiness for the real world in its graduates, in terms... of ability to think, act, and contribute meaningfully and effectively in their chosen areas of interest.