Position Overview

The Administrative Assistant provides high‑quality, proactive administrative support to the Vice President for Advancement (primary focus) and secondary support to the Advancement division as a collaborative member of the team. This role ensures the VP’s office runs smoothly; coordinates calendars, communications, meetings, travel, and projects; and assists with events, stewardship activities, and office operations that advance the College’s fundraising, alumni engagement, and stewardship efforts.

• Title: Administrative Assistant
• Department: Advancement
• Reports To: Vice President for Advancement
• FLSA: Non‑exempt (hourly)
• Employment Type: Part‑time, on‑campus
• Location: Clinton, South Carolina
• Date: 02/01/2026
• Position Status: New position

Essential Duties & Responsibilities

Executive Support to the Vice President for Advancement (Primary)

• Manage a complex calendar: prioritize requests, schedule internal/external meetings, and anticipate needs; maintain an annual cycle of recurring Advancement and campus meetings.
• Prepare and organize meeting materials: agendas, briefings, itineraries, presentations, and follow‑up task lists; record and distribute accurate minutes when needed.
• Draft, proof, and format correspondence (letters, emails, memos) on behalf of the VP; ensure a professional tone aligned with College standards.
• Coordinate travel logistics and reimbursements; process purchasing card transactions and invoices for the VP’s office in accordance with College policy.
• Serve as first point of contact for the VP’s office; triage inquiries, greet visitors, and provide excellent service to donors, trustees, alumni, faculty/staff, and students.
• Track VP‑level projects and deadlines; create simple project timelines and maintain a dashboard to monitor progress and deliverables.
• Maintain confidential files and sensitive information with discretion (personnel, donor/prospect records, budget materials).
• Coordinate and oversee student employees for Advancement.
• Liaise with the President’s Office, academic/administrative units, and external partners to facilitate timely decisions and smooth information flow.

Advancement Division & Team Support (Secondary)

• Provide administrative support to Advancement units (e.g., Development, Alumni & Family Engagement, Stewardship, Advancement Services) as assigned.
• Assist with logistics for donor/alumni campus visits and Advancement events.
• Support stewardship processes (thank‑you letters, acknowledgments, mail merges) and ensure accuracy and timeliness.
• Process invoices and track expenses for assigned budgets or projects.
• Maintain shared divisional calendars, distribution lists, and file systems (digital and physical).

Office Operations & Continuous Improvement

• Develop and maintain standard operating procedures for the VP’s office; recommend process improvements that enhance efficiency and service.
• Organize digital and paper records in accordance with retention guidelines; ensure easy retrieval of key documents.
• Monitor and order office supplies/equipment for the Advancement department; coordinate basic IT requests and workspace set ups.
• Contribute positively to a team first culture that is donor centric, inclusive, and mission aligned.

Qualifications

Required

• Associate degree or equivalent combination of education and experience.
• 3+ years of progressively responsible administrative experience supporting senior leaders (higher education or nonprofit environment preferred).
• Proficiency with Microsoft 365 (Outlook, Word, Excel, PowerPoint), videoconferencing (Teams/Zoom), and comfort learning enterprise systems (Advancement CRM, finance/expense tools).
• Excellent written and verbal communication, proofreading, and professional correspondence skills.
• Strong organization, attention to detail, and the ability to manage multiple priorities and deadlines.
• Proven judgment and discretion handling confidential information.
• Customer‑service orientation and interpersonal skills to work effectively with donors, trustees, alumni, and campus partners. Basic understanding of and willingness to utilize artificial intelligence software for generating efficiencies.

Preferred

• Bachelor’s degree.
• Experience with an Advancement/Development CRM (e.g., Raiser’s Edge NXT, Salesforce, Slate, etc.).
• Event coordination experience and familiarity with budget/expense procedures.

Work Schedule & Environment

• Part-time (up to 29 hours/week)
• Some early mornings, evenings, or weekends during events
• Mostly on campus with lots of in-person interaction
• Comfortable lifting up to 20 lbs and moving between campus locations for event setup

Supervisory Responsibility

Coordinate and oversee work of student assistants or temporary staff as assigned.

Compliance & Other Requirements

• Successful completion of background check and compliance trainings required.
• Commitment to the mission and values of Presbyterian College and to professional ethics in advancement work.

EEO Statement

Presbyterian College is an Equal Opportunity Employer, committed to creating and sustaining an environment in which all individuals are treated with respect and dignity. The College does not discriminate on the basis of race, color, religion, creed, national or ethnic origin, sex, sexual orientation, gender identity or expression, age, disability, veteran status, or any other legally protected status.

To Apply

Please send resume with 3 references to hr@presby.edu.