Advancement Office Assistant

Posted on 02/01/2023

Fay School

Southborough, MA

The Advancement Office Assistant facilitates many aspects of Advancement operations; conducts prospect research; greets visitors and callers to the Office; and provides specific administrative support to Advancement colleagues, including managing the logistics of Advancement events. The Assistant is expected to provide outstanding customer service to parents and alumni of the School.
Successful candidates will have excellent interpersonal and teamwork skills; have proven problem-solving and project management skills; be extremely organized, detail-oriented, and helpful; and be able to exercise good judgment in prioritizing tasks to meet deadlines. The ability to work collaboratively and independently is essential. Candidates will be expected to handle confidential information with discretion. The normal work schedule is 37.5 hours per week, Monday through Friday. Some evening and weekend hours may be required. This position is eligible for benefits.
Candidates should have at least two years’ experience in a project management, administrative support, or similar role. Experience in the field of educational fundraising is beneficial, as is experience using Blackbaud’s Raiser’s Edge software. A bachelor’s degree is preferred. Proficiency in Microsoft Office applications and Google suite applications is expected.
Responsibilities include:
  • Assisting the Director of the Fay Fund in the planning, coordination, and implementation of Advancement events, including Grandparents Day, leadership receptions, parent socials, Open Parent Meetings, and family picnics.
  • Assisting the Director of the Fay Fund with Parents’ Association projects and events.
  • Assisting the Director of Advancement with internal communication, calendar management, travel planning, and relationship documentation.
  • Assisting the Director of Alumni & International Relations with travel planning and alumni projects and events.
  • Conducting prospect research and writing prospect profiles.
  • Helping to prepare the annual budget; paying bills and reconciling/tracking expenses.
  • Assembling and mailing reports (financials and impact narratives), annually, to endowed fund donors.
  • Managing the Office’s preparation and mailing of Holiday Cards and other cards.
  • Ordering supplies and materials for the Office.
  • Ensuring upkeep of the Office’s electronic equipment.
  • Managing the Office calendar.
  • Representing the Advancement Office at weekly calendar and communications group meetings.
  • Ordering and preparing gifts, as needed.
  • Welcoming guests and answering phone calls to the Office.
Fay School seeks candidates who will reflect and enhance the racial, ethnic, cultural, and gender diversity of our school community. Interested candidates should send a cover letter and resume via email with the subject line “Advancement Office Assistant” to [email protected].
Fay School is an equal opportunity employer and does not discriminate on the basis of race, color, religion or creed, national or ethnic origin, gender, gender identity, sexual orientation, genetic background, age, disability, or military service in its hiring, employment or other programs and activities.

To apply for this job please visit