Administrative Assistant to the Annual Fund Job Category: Staff Requisition Number: ADMIN001048 Full-Time Deerfield, MA 01342, USA Job Details Description Reporting to the Director of the Annual Fund, the Administrative Assistant provides comprehensive administrative support to the Annual Fund program, with an emphasis on database extractions and list management. Primary Duties and Responsibilities: Perform frequent constituent database extractions and sort, manipulate and format up to 20,000 prospective donor records to support all Annual Fund communications Review parameters for all final data sets, checking accuracy of multiple variables that will appear in merged fields, and ensure that all exclusion codes are correctly applied Collaborate with Associate and Assistant Directors of the Annual Fund to support electronic and paper communications for individual classes including providing accurate mailing lists, completing mail merges, and assembling and mailing letters Generate frequent reports for Annual Giving staff, including class fundraising progress updates, prospect lists, handwritten notes list, etc. Support Annual Fund and Reunion volunteer program with list production and requests for information Participate in production of broadcast emails as needed Assist with planning and execution of on-campus and off-campus Annual Fund events Assist with Advancement events such as Reunions, Family Weekends, etc. Other duties as assigned Job Specifications Associates Degree required 1 - 3 years of experience in an administrative role Excellent office and computer skills, including proficiency with Google Drive and MS Office Ability to learn and use in-house communication tools such as Exact Target for bulk emails Excellent verbal and written communication and organizational skills with exceptional attention to detail Ability to prioritize and handle multiple tasks with concurrent deadlines Sensitivity to highly confidential information Ability to maintain complex and detailed project schedules Excellent organization, interpersonal, and proofreading skills Demonstrated ability to work effectively with volunteers Ability and willingness to work evenings and weekends as required Ability to work independently and as part of a team, and to take initiative in a fast-paced environment A high level of integrity and a strong work ethic Demonstrated commitment to diversity and inclusion and to serving the needs of a diverse community Physical Job Demands Close visual acuity to analyze data and figures and to view a computer terminal Ability to sustain substantial movements of the wrist, hands and/or fingers Ability to occasionally lift, carry, push, pull or otherwise move objects up to 10 lbs Ability to occasionally stoop, kneel or reach Working Conditions The worker is mainly in an office environment, and not substantially exposed to adverse environmental conditions. Disclaimer The above job description is intended to describe the general nature and level of work being performed by employees assigned to this classification. This job description is not intended to be construed as a comprehensive list of all responsibilities, duties and skills required of personnel so classified. It is expected that job duties and responsibilities will develop over time commensurate with performance. Qualifications Education Preferred Associates or better in General Education.