Advancement Operations Assistant

Anticipated hiring:
Immediate

Westminster School, one of the leading small independent boarding schools in the country, is a diverse, co-educational high school, a close-knit community of approximately 190 employees and 430 students (75 percent boarding, 25 percent day students) set on a 200-acre campus in Simsbury, Connecticut. Since its founding in 1888, Westminster School has been committed to the core values of

The Advancement Operations Assistant provides essential administrative, budgetary, and event support to the Advancement Office at Westminster School. Reporting to the Director of Advancement Operations, this role supports day-to-day office operations and the activities of major programs including stewardship, events, parent engagement, and annual giving. The role requires a detail-oriented, proactive professional who thrives in a collaborative, mission-driven environment. This is a year-round, full-time position (35 hours per week) requiring flexibility to work occasional evenings or weekends.

Responsibilities:

Anticipated hiring:
Immediate

Westminster School, one of the leading small independent boarding schools in the country, is a diverse, co-educational high school, a close-knit community of approximately 190 employees and 430 students (75 percent boarding, 25 percent day students) set on a 200-acre campus in Simsbury, Connecticut. Since its founding in 1888, Westminster School has been committed to the core values of community, character, balance, and involvement.

Our motto – virtute et numine – by grit and grace – defines and distinguishes the Westminster experience, our community, and our alumni. The Advancement Operations Assistant provides essential administrative, budgetary, and event support to the Advancement Office at Westminster School. Reporting to the Director of Advancement Operations, this role supports day-to-day office operations and the activities of major programs including stewardship, events, parent engagement, and annual giving.

The role requires a detail-oriented, proactive professional who thrives in a collaborative, mission-driven environment. This is a year-round, full-time position (35 hours per week) requiring flexibility to work occasional evenings or weekends. Responsibilities:

Operational and Administrative Support

• Support budget tracking and reconciliation, including invoice processing and vendor follow-up; maintain organized records of expenditures and assist with budget forecasting and reporting; liaise with the Business Office to ensure accurate reconciliation and reporting.
• Assist with data entry, gift processing audits, and acknowledgments in coordination with Advancement Services; serve as a backup for gift entry and records management.
• Maintain calendars, timelines, and reminders for mailings and reporting deadlines; help to coordinate staff calendars, schedule meetings, and related tasks as needed.
• Track and update documentation of internal workflows and project timelines.
• Serve as the primary point of contact for office supplies, equipment needs, and vendor coordination.
• Support the logistics of large and small-scale advancement mailings, including gathering and preparing materials, organizing supplies, preparing labels, and ensuring completion according to deadlines.
• Support documentation of prospect strategy updates or stewardship touchpoints in RENXT; help manage constituent information in the donor database and assist with report generation.
• Print and prepare nametags and event packets for alumni, donor, and parent events including Parents and Family Weekend and Reunion Weekend.
• Assist with organizing and executing events, including logistics, materials prep, RSVP management, and guest tracking.

• Bachelor’s degree or equivalent administrative experience in nonprofit, education, or business settings. Experience in advancement or related fields preferred.
• Proficiency in Microsoft Office Suite, particularly Excel and Word (for mail merges); familiarity with fundraising databases such as Raiser’s Edge preferred.
• Exceptional attention to detail, organization, and time management skills.
• Strong written and verbal communication abilities.
• Discr…