Executive Assistant to Advancement

Brookstone Schools is a private Christian school in the heart of uptown Charlotte that seeks to serve the underserved by offering top-quality education. Our mission is to glorify God by equipping under-resourced students academically, socially and spiritually for future lives of leadership and service.
Brookstone is a K-8 school with an enrollment of 212 students. Our student body is 80% African American, 18% Asian students. We are located in the First Baptist Church building on South Davidson St.

Overview:
Brookstone’s Advancement department is seeking an Executive Assistant. The best candidate will have experience in assisting with fundraising, donor relations and/or similar administrative work.

The ideal candidate will be well organized, be able to multitask and work independently when needed. They will have attention to detail, handle privileged information with discretion and strive for excellence.

Prior knowledge of FACTS systems and Bloomerang or other donor management software is preferred, but not required. The best candidate would have a strong working knowledge of Google and Microsoft office programs. Brookstone is willing to train eager applicants. This is a contract position and pay is based on experience.

Responsibilities:
Perform duties as assigned for the purpose of ensuring the efficient and effective functioning of the Advancement Office. This includes greeting and directing visitors, responding to inquiries from staff, donors, volunteers, parents; by providing requested information and/or referral to other parties; answering incoming phone calls and providing general clerical support in the office.
Donor relations
• Help manage the coordination and organization of the Partner Program in collaboration with the Director of Development
• Assist the Director of Development, in conjunction with the Partner Council, to ensure stewardship of relationships and invitation of potential partners to the school
• Prepare acknowledgment letters to donors in collaboration with the Director based on the nature of gift and perform necessary administrative duties to acknowledge donor giving
Event responsibilities
• Assist with administrative details for annual fundraiser in coordination with an event planner
• Assist with post-event follow-up plans for stewardship
• Help manage special events related to the donor community, including bi-annual Partner Days, and other community events
Database maintenance and reports
• Create reports and spreadsheets as needed. Maintain donor records and facilitate the creation and distribution of board call lists weekly. Input data from incoming donations of any kind and create deposit reports and acknowledgment letters based on department procedures
General office support
• Manage department calendar and assist in setting up meetings when needed
• Work collaboratively with the team to facilitate mailings. Keep stock of mailing supplies
• Order applicant testing guides
• Assist in responding to a variety of internal and external parties for the purposes of providing information, facilitating communication among parties and/or providing direction as well as being the first point of contact for the school. Working in tandem with Assistant Business Manager to greet and direct visitors
• Perform general clerical functions for the purpose of supporting office operations
• Alternate Assembly Area Leader for fire drills
• Maintain file systems and mail drop/pick up as needed
• Coordinate the transfer of enrolled students’ files from the Admissions Office to School Office
Volunteer program
• Oversee communication, cultivation and on-boarding of prospective/current volunteers including Ministry Safe training
• Find new ways to build a robust volunteer program through networking and being a connector with other people and organizations in the community
• Encourage strategic partnerships/coordinate volunteer opportunities for corporate/church teams
• Oversee the stewardship and retention of volunteers through appreciation (e.g., special events, communication etc.)
• Manage special events related to the volunteer and donor community, including monthly lunch and learns and other school events in coordination with the Director of Development
• Use the RAPTOR system to help volunteers sign-in/out
Admissions and enrollment
• Manage prospective student scheduling of exams and tours
• Coordinate prospective student “shadow” sessions and parent/student interviews as needed
• Manage and follow-up on requests for records and other documents in the Enrollment phase
Communication (this role is under development)
• Reception area slideshow updates
• Social Media maintenance
• Other duties as developed and assigned

To apply:
Please email sarah.boynton@brookstoneschools.org or call 704-392-6330 ext 109