Executive Assistant at Choate Rosemary Hall in Wallingford, Connecticut

Job Description:

POSITION PURPOSE:
Reporting to the Chief Development Officer, the Executive Assistant is responsible for providing high-level administrative support to the CDO, assisting Directors with select administrative tasks, and other duties as assigned.
Work independently while understanding the necessity for communicating and coordinating work efforts with other employees and organizations.

ESSENTIAL FUNCTIONS:
Manage the CDOs calendar, adding appropriate school events and scheduling internal and external meetings as requested. In this capacity, the executive assistant will communicate directly with alumni and parent donors as well as members of the board of trustees and their assistants.
Complete outreach and follow-up related to donor meetings, setting times, determining locations and, when on campus, arranging refreshments. Confirm appointments with external constituents two days prior to scheduled meetings.
Manage itineraries, logistics, and briefings for CDOs domestic and international travel.
Ensure CDO has appropriate background information prior to all donor meetings. Prepare confidential communications and record all meeting contact reports as well as other donor correspondence in development database.
Support colleagues in preparing Head of School briefings for all alumni and parent meetings and events, with responsibility for determining and meeting delivery deadlines.
Schedule regular internal department meetings, and coordinate agendas for biweekly Directors meetings and monthly Department meetings. Organize logistics for department retreats, professional development gatherings, and team celebrations.
Process receipts and manage expense reports for CDO and department Directors, working with others who mange the department budget in this role.
Respond to alumni and parent outreach, answering phones and emails, directing constituents to appropriate departments and colleagues.
Participate in managing alumni records room; requisition department office supplies; and help staff large campus events, as needed.