Administrative Assistant Office of Institutional Advancement

Advancement Administrative Assistant

The Advancement Assistant is an integral member of Berkeley Preparatory School’s Office of Institutional Advancement, which oversees fundraising, volunteer engagement, family and alumni relations, and Advancement communications. Serving as a primary point of contact for donors, volunteers, alumni, parents, faculty, staff, and school leadership, the Advancement Assistant plays a vital role in advancing the School’s philanthropic and engagement goals.

This position provides comprehensive administrative, operational, and programmatic support for fundraising and constituent engagement initiatives. Responsibilities include coordinating events and volunteer activities, managing donor stewardship and recognition processes, assisting with gift acknowledgements and communications, maintaining constituent records, and supporting the execution of annual and long-term advancement strategies.

The Advancement Assistant provides direct support to key engagement programs, including the Berkeley Alumni Association, Berkeley Parents’ Association, and the Berkeley Fund annual giving program, helping to foster a culture of philanthropy and lifelong connection to Berkeley Preparatory School.

Manage the daily operations of the Office of Institutional Advancement and provide administrative support to the Director of Institutional Advancement and the Advancement team.

Responsibilities include:

• Maintain calendars for the Director of Institutional Advancement, 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.

Provide administrative and operational support for Advancement Services and donor database management.

Responsibilities include:

• 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.

Coordinate administrative and logistical support for Advancement-sponsored events and school‑wide engagement activities.

Responsibilities include:

• 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…