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Job ID: 106167

Administrative Assistant, Capital Giving
Simmons College

Date Posted Apr. 26, 2018
Title Administrative Assistant, Capital Giving
University Simmons College
Application Deadline Open until filled
Position Start Date Available immediately
  • Boston, MA
    United States
  • Professional Staff
  • Institutional Advancement
    Administrative Support/Services

The Administrative Assistant, Capital Giving provides assistance to and supports the efforts of the Assistant Vice President for Capital Giving. Responsibilities include providing administrative assistance to the AVP in her work with the fundraising team as they secure funding for the college, and to the Vice President and Executive Administrative Assistant when needed. This includes organizational assistance, creation of presentation materials, preparation of correspondence and special projects as assigned, and providing exceptional customer services to donors, prospects, alumnae/i and colleagues. The ideal candidate will have at least two years of work experience, preferably in an administrative support role. Excellent customer service, writing, and organizational skills are absolutely essential. The assistant must utilize discretion when dealing with confidential information. Opportunities for professional growth and development are supported and encouraged.

Provide active and independent support to the AVP of Capital Giving including:

  • Assist with complex scheduling of AVP calendar and time;
  • Maintain a high level of organization, and proactively assist the Exec. Admin. for the OVP in maintaining a high level of organization;
  • Draft high-quality correspondence;
  • Write and enter contact reports and manage tracking of the AVP's external contacts in division-wide alumnae/i database, Raiser's Edge;
  • Maintain awareness of all projects and active prospect/donor relationships on which AVP is working;
  • Serve as a resource to prospects, donors, volunteers, internal and external VIPs and Advancement colleagues on routine matters and/or in the absence of the AVP while ensuring high-level customer service at all times;
  • Manage information flow to and from the AVP in an effort to streamline communication; read, research, and route correspondence and inquiries with an eye to conserving AVP's time;
  • Collaborate effectively with peers across the College to assist AVP in interfacing with deans, vice presidents, college presidents, and other key partners;
  • Cover the AVPs telephone line and provide back-up coverage for the VP, OVP Exec. Admin.
  • Assist with travel arrangements and preparation for donor visits and travel; schedule donor visits;
  • Create and disseminate itineraries and information / leave-behind packets/materials;
  • Participate in the 1-800 phone coverage group.

Assist the process of reconciling the AVP's credit card statements to ensure timely delivery to Finance.

  • Collaborate effectively with other Advancement budget administrators and participate actively in the budget managers group to ensure current and detailed administration of expense tracking across the division.

Become a valued and reliable resource on Advancement and the College activities.

  • Maintain knowledge of division and College-wide activities so as to best represent standards and priorities of the College and the office in all constituent contacts.
  • Staff key division events.
  • Demonstrate an understanding of, and reflect in work produced, the Simmons College mission and the goals of Advancement.


  • Bachelor's Degree plus a minimum of 3 years experience, or 5 years experience in an administrative support position with project management and high-level client contact, and with evidence of specific skills necessary to this position, may substitute for bachelor's degree. High school/GED required.
  • At least 2 years experience working as an administrative assistant for a mid-to-senior level executive is desired.
  • Experience in a customer-service industry or non-profit development office is preferred.

Instructions to Applicants: Please submit a resume and cover letter in the Resume/CV section of your application.

As a College committed to diversity, Simmons encourages applications broadly. Simmons is an equal opportunity employer and is committed to continuing to develop a more diverse faculty, staff, student body and curriculum.

To apply, visit

Located in Bostons historic Fenway area, Simmons College is a small, private, non-sectarian College which has educated students for enriching careers and purposeful lives since 1899. Working at Simmons means joining a collaborative, diverse and mission-driven community of educators and professionals.

We prepare students to be leaders for themselves, their communities and the world. Our faculty and staff members lead by example - sharing a commitment to excellence and putting the students first.

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