Administrative Assistant for Advancement

Position Summary

The Administrative Assistant for Advancement provides administrative, data, fundraising, and event support to the St. Xavier Advancement Department. This position works closely with Major Gift Officers, Alumni Relations, Gift Processing, and Advancement department leadership to support donor engagement, fundraising initiatives, constituent data, and department operations.

The ideal candidate is highly organized, detail-oriented, collaborative, responsive, and comfortable managing multiple priorities while providing excellent service to the St. Xavier community. Primary Responsibilities: Department Support: Provide day-to-day administrative support to Major Gift Officers, Alumni Relations, Career ConneXions, and the Vice President for Advancement.

Gift Processing: Serve as backup to the Gift Processor, including entering gifts, processing mail, preparing receipts, and maintaining accurate gift records. Scholarship Granting Organization Support: Help process SGO activity for St. Xavier and Xavier Jesuit Academy, including gift entry, tax documentation, appeals, and donor follow-up.

Campaign Support: Assist with St. Xavier 200 and other fundraising campaigns by tracking gifts and pledges, entering data, and supporting campaign leadership. Phonathon & Senior Class Giving: Assist with call nights, pledge and gift entry, mailings, and administration of online giving and communication systems. Assist with annual solicitation of senior year class.

Constituent Data & Raiser’s Edge: Work with other Advancement support staff to maintain accurate records for students, parents, grandparents, alumni, donors, and prospects. Special Projects & Department Operations: Assist with department-wide projects, data initiatives, donor communications, and event preparation based on current Advancement priorities and needs.

Qualifications

Excellent organizational and time-management skills. Strong attention to detail and accuracy. Excellent written and verbal communication skills. Ability to manage confidential donor and constituent information. Strong interpersonal skills and a commitment to customer service. Proficiency with Microsoft Office, particularly Outlook, Word, and Excel.

Ability to learn and effectively use databases and technology systems. Ability to work occasional evenings and weekends for Advancement events. Experience with Raiser’s Edge, fundraising, nonprofit, education, or advancement operations is preferred. This position plays a key role in ensuring the Advancement Department operates efficiently and provides exceptional service to St.

Xavier’s donors, alumni, parents, students, and friends.