Administrative Assistant to Head of School and Advancement

GENERAL DUTIES:

Linden Hall is seeking a dynamic and detail-oriented Administrative Assistant to the Head of School and Advancement. This unique dual-role position provides high-level administrative support to the Head of School while also supporting the Advancement Office in implementing and coordinating key fundraising initiatives. The successful candidate will play a critical role in helping the school meet its strategic goals through effective data management, communications support, and office coordination. 

This position requires a positive attitude toward philanthropy and education, strict confidentiality, excellent interpersonal skills, and the ability to multi-task and work independently in a fast-paced environment. 

This is a 12-month, full-time salary position with occasional evening and weekend work required. 

SPECIFIC DUTIES: 

Administrative Support to the Head of School: 

• Manage calendar scheduling and travel arrangements. 

• Handle confidential correspondence and communication, including phone and email. 

• Draft, proofread, and prepare reports, presentations, and other written materials. 

• Coordinate internal and external meetings, Board events, and school functions. 

• Maintain organized records, digital files, and office systems. 

• Track expenses and assist with budget management for the Head of School's office. 

• Manage office supplies and ensure smooth daily operations. 

• Respect, cooperate and maintain a positive attitude with colleagues (faculty and staff),  students, parents and alumnae and exemplify Linden Hall’s core values.

Advancement Services Coordination: 

• Assist the Director of Advancement with data entry, reporting, and database maintenance to support annual giving, major gifts, capital campaigns, alumnae relations and planned giving programs. 

• Process and acknowledge gifts and charitable donations; ensure accurate financial documentation in collaboration with the Finance Office. 

• Coordinate and manage donor mailings, emails, and event logistics. 

• Support planning and execution of fundraising events and stewardship activities. 

• Maintain strict confidentiality of donor and constituent information. 

• Assist in producing advancement reports and tracking donor engagement metrics in Raiser’s Edge. 

• Attend all advancement events as assigned-some evenings and weekends will be required.  

• COMPETENCIES NEEDED: 

  Excellent written, verbal, and interpersonal skills are required. The employee must have the 

  ability to write well while working on multiple projects simultaneously and with significant 

  attention to detail. Proficiency in computers and advancement software such as: Raiser’s Edge and Microsoft Office Suite 

• Equal Employment Opportunity

  Linden Hall is an equal opportunity employer and does not discriminate on the basis of race, color, religion, sex, national origin, age, disability, sexual orientation, gender identity or expression, or any other category protected by law.

  Pre-Employment Requirements:
  All offers of employment are contingent upon the successful completion of required background checks and clearances. These may include, but are not limited to: criminal background check, child abuse clearance, FBI fingerprinting, and any other relevant certifications or screenings as required by the position. All clearances must be obtained and approved prior to the start date.

  Clearances Required:

  • PA Child Abuse (Act 153)
  • PA State Police (Act 34)
  • FBI Fingerprint (Act 114)

  Pre-Employment Training Requirements:

  Candidates selected for this position must complete all mandatory pre-employment training prior to their start date. This may include, but is not limited to: onboarding orientation, safety and compliance training, and any role-specific certifications or modules required by the department or organization.

  Trainings Required:

  • Mandated Reporter (Act 126- Child Abuse Recognition and Reporting Act)
  • Suicide Prevention (Act 71)

Benefits:

• Dental insurance
• Health insurance
• Life insurance
• Paid time off
• Retirement plan
• Vision insurance