Administrative Assistant

Berkeley Preparatory School

We are seeking an Advancement Administrative Assistant to provide comprehensive administrative, operational and programmatic support for fundraising and constituent engagement initiatives. The role plays a vital part in advancing philanthropic and engagement goals.

• Maintain calendars for the Director of Institutional Advancement, the Advancement Office, and designated campus meeting spaces.
• Coordinate and schedule meetings, appointments, and campus events, ensuring complete and accurate calendar details.
• Approve and manage facility reservations for designated Advancement spaces, including the Board Room, Divers Alumni Room, and Vasiloudes Courtyard.
• Develop and maintain comprehensive annual Advancement calendars, color‑coded by program area, to coordinate fundraising, engagement, and stewardship activities and prevent scheduling conflicts.
• Meet regularly with the Director of Institutional Advancement to coordinate priorities, follow‑up activities, correspondence, reports, meetings, and events.
• Organize Advancement staff meetings, including room reservations, agendas, reminders, and departmental schedules.
• Assist in planning and coordinating annual department retreats and team‑building activities.
• Register staff members for professional development opportunities, conferences, and workshops.
• Coordinate travel arrangements for the Director of Institutional Advancement and prepare detailed travel itineraries and supporting materials.
• Order and maintain departmental office supplies and materials.
• Process purchase orders, invoices, check requests, facility requests, maintenance requests, and catering requests.
• Provide backup reception and visitor support as needed.
• Coordinate employee recognition activities, team celebrations, and departmental events.

• Assist with gift processing and gift acknowledgment procedures.
• Prepare gift batch prelists and supporting documentation.
• Provide backup support for gift entry and acknowledgment processes in Raiser’s Edge.
• Enter and maintain constituent records, contact reports, event attendance records, and related database information.
• Assist with database requests, distribution lists, and email list generation.
• Support data integrity and quality assurance initiatives.

• Support the planning and execution of fundraising, alumni, parent, volunteer, stewardship, and cultivation events.
• Coordinate invitations, registrations, guest tracking, name tags, attendee lists, and event communications.
• Support event logistics including facility reservations, catering, rentals, audiovisual needs, and event setup.
• Support the development and implementation of event‑day procedures, including registration, check‑in, and post‑event follow‑up.

• Maintain accurate membership records and rosters.
• Track dues‑paying members and membership renewals.
• Coordinate annual membership renewal and recruitment communications.
• Produce and distribute the annual Berkeley Blazers Directory.
• Coordinate invitations, registrations, catering, meeting materials, room setup, agendas, and name tags.
• Support volunteer leaders with communications, reports, scheduling, and administrative needs.
• Provide timely follow‑up and support for volunteer initiatives and activities.

• Assist with the coordination of meetings involving the Head of School, current families, prospective donors, and volunteers.
• Prepare donor packets, informational materials, and presentation resources.
• Support stewardship and cultivation events through invitation management, response tracking, and event coordination.
• Assist with Capital Campaign committee meetings and related administrative activities.
• Coordinate donor recognition efforts, including donor signage and recognition displays across campus.
• Maintain records related to donor recognition and stewardship activities.

• Create and maintain reports, spreadsheets, donor lists, and tracking systems.
• Monitor event registrations, participation, and…