Administrative Skills, Alumni Relations, Board Meeting, Calendar Management, Communication Skills, Content Management, Content Management Systems (CMS), Credit Cards, Customer Relationship Management (CRM) Systems, Data Entry, Data Management, Detail Oriented, Diversity, Donor Development, Establish Priorities, Event Management, High School Diploma, Higher Education, Inventory Management, Logistics, Microsoft Excel, Microsoft Office, Microsoft Word, Nonprofit, Office Management, On Site Support, Operational Support, Organizational Skills, Presentation/Verbal Skills, Purchase Orders, Reconciliation, Salesforce.com, Spreadsheets, Stewardship, Telephone Skills, Time Management, Travel Planning, Writing Skills
Administrative Assistant, Development and Alumni Relations
Position Purpose
The Administrative Assistant provides essential front-office and operational support to the staff of the Office of Development and Alumni Relations. This position serves as a first point of contact for donors, alumni, trustees, and guests, and plays a central role in the day-to-day coordination of communications, scheduling, events, data management, and office operations. The Administrative Assistant works closely with all members of the Development and Alumni Relations team and must exercise discretion, sound judgment, and a high degree of professionalism in all interactions.
Key Accountabilities
Front Office & Communications
- Greet and welcome office guests, donors, alumni, and trustees, providing a warm and professional first impression.
- Triage and manage the office's general email inbox, routing inquiries to appropriate staff members in a timely manner.
- Answer and direct incoming phone calls; take and relay messages as needed.
- Interact regularly with senior officers of the College, major donors, and trustees with discretion and good judgment.
- Maintain office supply inventory and place orders to ensure the department is consistently well-stocked.
Scheduling & Logistics
- Coordinate travel logistics for development staff, including transportation, lodging, and itinerary preparation.
- Schedule and book appointments, donor and prospect meetings, and campus visits for department staff.
- Set up and manage calendar invites and Zoom and virtual meeting links for internal and external meetings.
Event Management
- Support planning and execution of department events, including board meetings, donor receptions, and alumni programming.
- Enter and maintain event attendee data in Salesforce and other event management systems.
- Prepare informational materials for board members and event participants.
- Attend events as needed to provide on-site support.
Mailings, Data Entry & Reporting
- Coordinate and assist with all in-house and vendor mailings, including donor solicitations, stewardship pieces, event invitations, and endowment reports.
- Pull mailing lists, update spreadsheets, edit letters, and merge documents for all in-house appeals.
- Enter and maintain accurate donor and prospect records in Salesforce; assist with prospect list maintenance.
- Generate standard Salesforce reports to support the work of development and alumni relations staff.
Website & Digital Content
- Perform routine updates and refreshes to Development and Alumni Relations web pages.
- Create event pages and calendar entries in the College's content management system as needed.
Meeting Support & Administration
- Record and prepare accurate minutes for department and board meetings.
- Prepare expense-related forms, purchase orders, payment requisitions, and reconcile credit card statements.
- Contribute to the overall success of Development and Alumni Relations by performing all other duties and responsibilities as assigned.
Skills & Knowledge
- Excellent verbal and written communication skills, with the ability to interact professionally with donors, trustees, and senior staff.
- Strong organizational skills and the ability to prioritize competing tasks in a fast-paced environment.
- Proficiency in Microsoft Office, including Word (mail merge) and Excel (list management, sorting, data preparation).
- Familiarity with Salesforce or similar CRM systems preferred.
- Experience with mass email platforms and basic web content management preferred.
- Demonstrated ability to maintain confidentiality and exercise sound judgment.
- Strong attention to detail and accuracy in data entry and written communications.
Experience
- Minimum two years of office or administrative experience required.
- Experience in a higher education or nonprofit development environment preferred.
- Experience with scheduling, travel coordination, and event logistics preferred.
Education
- High school diploma required.
- Associate's or Bachelor's degree preferred.
Application Procedure: Qualified candidates are encouraged to send a letter of application, resume, and names, addresses, and telephone numbers of three references. Review of applications will begin immediately and continue until the position is filled.
Hiram College, established in 1850 as the Western Reserve Eclectic Institute, is a nationally respected private residential liberal arts college located 30 miles from Cleveland in the historic Western Reserve region of Ohio. At Hiram, close student-faculty interaction and innovation is routine. The College's distinctive academic calendar, the Hiram Plan, offers students the opportunity each semester for a three-week intensive course, study abroad/away program, internship or research experience.
Hiram College is an Equal Opportunity Employer committed to Excellence through Diversity.
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