Helios School is an innovative, independent school community for gifted children in grades K-8. The Advancement Assistant (AA) supports the Director of Advancement (DA) in all aspects of his/her work. S/He provides administrative support in an efficient, resourceful, flexible and gracious manner that best represents the office to internal and external constituencies. Discretion, independent judgement, confidentiality and a high level of professionalism are required. It is essential that s/he provides a warm, welcoming and engaging presence on all forms of communication and is able to work effectively in an office environment with constant interruptions.


Line of Authority
- Reports to the Director of Advancement (DA)
- This position does not manage any faculty or staff


Essential Duties and Responsibilities
- Fully supports the School’s mission and is a highly engaging, positive and assertive ambassador for the School.
- Works collaboratively and supportively with the DA, Head of School (HOS) and members of the Administrative Team.
- Fosters professional and courteous relationships with the faculty, staff, administration, Board of Directors, parents, students, vendors and professional and community leaders.
- Supports the institutional advancement department with administrative tasks including photocopying, collation of documents, research, data entry, statistical reports, advertising and mass mailings, maintaining the applications database and supporting applicants as they move through the admissions process.
- Performs a variety of clerical duties including scheduling calls with prospective and current parents, maintaining admission calendar, typing reports, correspondence, managing enrollment contracts, forms, notices and referrals. Maintains files and duplicate materials as needed.
- Assists the DA with coordinating institutional advancement special events, including helping with admission tours, information nights, student visits and marketing events and activities.
- Supports the DA with all admission and re-enrollment functions and processes.
- Plans, organises and manages a variety of events and functions hosted by the Advancement Department.
- Negotiates budget, venue, facility needs (set-up and tear-down) and catering. Ensures that all materials are prepared for events, such as, school brochures, paperwork and marketing material.
- Attends all Admissions and school events.
- Submits materials to vendors for production and ensures timely delivery of the materials, e.g. marketing materials, printouts, signs, etc.
- Compiles and records school and student data for strategic analysis and planning.
- Supports DA with Website updates, design projects, weekly Connections newsletter and other social media platforms.
- Assumes responsibility for projects as requested by the DA. Attends and participates in meetings and school functions that are pertinent; follows up with DA and makes recommendations.
- Supports the DA with all development related tasks and events as needed.
- Performs other duties and oversees special assignments as necessary or assigned by the DA.


Skills and Knowledge
- Highly skilled in the following areas: inter-personal/relationship building, analytical/strategic thinking, organization, time management, problem-solving, conflict management and decision-making.
- Ability to work on multiple fronts and deal with frequent deadlines.
- Impeccable telephone technique and etiquette.
- Excellent typing and computer skills.
- Excellent written and verbal communication skills with thorough knowledge of: standard office practices and procedures, grammar, punctuation and spelling
use of the Internet, especially for research, travel and purchasing.
- Software applications such as the Google Suite, Microsoft Word, Excel and PowerPoint.
- Skilled at using a variety of modern office equipment.
- Ability to speak enthusiastically and persuasively about Helios School.
- Innovative, growth mindset, self-starter who works efficiently to attain goals.
- A role model of high standards of professional behavior.
- Willing to embrace the lifestyle of working in a small independent school by being a team-player and working the amount of time that is required to model excellence in job performance.
- A strong sense of ethics, integrity, diplomacy and confidentiality.
- A strong commitment to collaborate with the administrative team.
- Bilingual abilities Spanish/English or Mandarin/English are desirable.


Experience
- Administrative experience, preferably supporting an educational and/or executive administrator.
- Experience with Ravenna Software highly desired.
- Experience with Salesforce or other CRMs highly desired.
- Experience with admission, marketing, communications, or graphic design preferred.
- Experience in a non-for-profit and/or independent school environment highly preferred.


Physical and Psychological Demands
Must be:
- physically and mentally capable of performing multiple tasks simultaneously and be capable of consistently functioning well in a fast-paced environment
able to support and speak passionately about the School’s mission
- work independently with little supervision
- able to occasionally lift a minimum of 25 pounds
- able to work a flexible schedule that may include early mornings and late evenings for meetings and school-related functions
- willing to travel as needed, including overnight stays, to represent the School
- capable of using a visual display terminal with keyboard
- able to give and take criticism and direction well.


Must exhibit the following qualities to be a successful team player:
- ability to maintain confidential and positive working relationships with administrators, faculty, staff, parents, pupils, school, community organisations and the general public
- ability to communicate in a timely and professional manner to address conflicts
- strong evidence of commitment and loyalty to the Helios Administration Team and the School
strong evidence of ownership and accountability for work
- consistent and superior attention to detail and results.
- willingness and ability to occasionally work longer hours


Disclaimer
The above describes the general nature and level of work expected of an individual who is hired for the job. It is not intended to be an exhaustive list of all responsibilities and duties required. Helios School reserves the right to change any or all content of this job description based on the institution’s needs. The incumbent, if applicable, will be notified of any changes before they become effective.