Administrative Assistant to the Annual Fund


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Deerfield Academy
7 Boyden Lane
Fax:Deerfield Academy
Website: Click Here

Company Description:
Deerfield Academy is an independent secondary school committed to high standards of scholarship, citizenship, and personal responsibility.

Through a rigorous liberal arts curriculum, extensive co-curricular program, and supportive residential environment, Deerfield encourages each student to develop an inquisitive and creative mind, sound body, and strong moral character.

Set in a historic village bounded by river, hills, and farms, Deerfield inspires reflection, study and play, abiding friendships, and a defining school spirit.
Administrative Assistant to the Annual Fund
Full Time
Administrative/Clerical/Data Entry
Associate Degree

Nice to have

Reporting to the Director of the Annual Fund, the Administrative Assistant provides comprehensive administrative support to the Annual Fund program, with an emphasis on database extractions and list management.

Primary Duties and Responsibilities:

  • Perform frequent constituent database extractions and sort, manipulate and format up to 20,000 prospective donor records to support all Annual Fund communications
  • Review parameters for all final data sets, checking accuracy of multiple variables that will appear in merged fields, and ensure that all exclusion codes are correctly applied
  • Collaborate with Associate and Assistant Directors of the Annual Fund to support electronic and paper communications for individual classes including providing accurate mailing lists, completing mail merges, and assembling and mailing letters
  • Generate frequent reports for Annual Giving staff, including class fundraising progress updates, prospect lists, handwritten notes list, etc.
  • Support Annual Fund and Reunion volunteer program with list production and requests for information
  • Participate in production of broadcast emails as needed
  • Assist with planning and execution of on-campus and off-campus Annual Fund events
  • Assist with Advancement events such as Reunions, Family Weekends, etc.
  • Other duties as assigned

Job Specifications

  • Associates Degree required
  • 1 – 3 years of experience in an administrative role
  • Excellent office and computer skills, including proficiency with Google Drive and MS Office
  • Ability to learn and use in-house communication tools such as Exact Target for bulk emails
  • Excellent verbal and written communication and organizational skills with exceptional attention to detail
  • Ability to prioritize and handle multiple tasks with concurrent deadlines
  • Sensitivity to highly confidential information
  • Demonstrated commitment to diversity and inclusion and to serving the needs of a diverse community
  • Ability to maintain complex and detailed project schedules
  • Excellent organization, interpersonal, and proofreading skills
  • Demonstrated ability to work effectively with volunteers
  • Ability and willingness to work evenings and weekends as required
  • Ability to work independently and as part of a team, and to take initiative in a fast-paced environment
  • A high level of integrity and a strong work ethic



The successful candidate will receive a $1,000 sign-on bonus ($500 paid at time of hire and $500 paid at the end of 90 days of employment.

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