Executive Assistant to the Chief Advancement Officer

Executive Assistant To The Chief Advancement Officer

Amherst College invites applications for the Executive Assistant to the Chief Advancement Officer position. This full-time, year-round position offers a compensation range of $33 to $35 per hour, commensurate with experience.

The Executive Assistant provides high-level administrative and operational support to a suite of senior leaders within the Advancement division, including the Chief Advancement Officer, ensuring that day-to-day operations run smoothly, priorities are met, and the College's mission is advanced. The role involves frequent engagement with stakeholders inside and outside the organization, requiring professionalism, discretion, and the ability to represent the division effectively.

Serving as the primary administrative liaison to the Office of the President, the Office of the Board of Trustees, and senior staff on Advancement matters, the Executive Assistant coordinates complex schedules, tracks principal gift activity, monitors deadlines, and prepares materials for key meetings and committees, ensuring overall operational efficiency.

The role requires exceptional administrative and organizational abilities; skill in prioritizing and managing multiple tasks; strong interpersonal and relationship-building skills; sound judgment; meticulous attention to detail; and proactive follow-through. It also demands the ability to navigate complex and sensitive situations with tact and diplomacy, taking initiative to address matters appropriately and with a problem-solving mindset. This is a critical support role, and the nature of this work requires this position to be full-time in the office.

The person in this role is expected to work as part of a collaborative and inclusive team, including taking appropriate actions to support a diverse workforce and participating in the College's efforts to create a respectful, inclusive, and welcoming work environment. In addition, all advancement staff members are required to support and staff key events such as Reunion, Homecoming, and Family Weekend. These events may require occasional evening and weekend hours.

Summary Of Responsibilities

Administrative & Logistical Support

• Serve as the primary administrative point of contact for the Office of the CAO, engaging warmly, exercising independent judgment, and responding to inquiries with discretion while ensuring communications are accurate, professional, and timely.
• Manage complex calendars, travel logistics, and event scheduling for the CAO / ACAO, anticipating needs, resolving conflicts, and overseeing the preparation of related briefing materials.
• Proactively manage Board preparation logistics, coordinating materials, timelines, and communications while managing up and across the organization to ensure all stakeholders are informed and aligned.
• Coordinate with the President's Office and other departments to maintain credibility, trust, and seamless collaboration, particularly on Advancement matters requiring sensitive handling.
• Support the CAO's oversight functions by reviewing and approving forms, correspondence, and documents prepared for signature.
• Track and follow up on principal gift activity, trip reports, and action items from meetings, ensuring timely completion.
• Prepare agendas, coordinate logistics, and track follow-up items for Board committees, standing meetings, divisional gatherings, and special events.
• Enhance the administrative function of the division by managing HR-related activities and ensuring accurate departmental records, including job descriptions, internal procedures, organizational charts, job postings, and calendars.

Prospect Portfolio Support

Qualifications

Required