Assistant to the Vice President and Director of Principal Gifts

Position Summary

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. 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

2. Internal and External Stakeholder Communication

• Assist Vice President and Director of Principal Gifts in composting 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

3. 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

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
• Supervisor Responsibilities
• Student workers

Education Required

Bachelor’s degree preferred

Experience Required

• Five years’ of progressive administrative office experience
• Skills and Abilities Required
• 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 College offers a wide variety of benefits programs and resources to its employees, including:

Generous paid time off

Following one year of employment, Wellesley College will contribute up to 10.5% towards your 403B plan for eligible employees

Resources to navigate student loan forgiveness

Free use of the athletic/fitness facilities, including onsite fitness classes

Free on-site parking in an enclosed parking garage

All employees hired are strongly encouraged to be up to date with all vaccination and boosters against COVID‐19.