Administrative Assistant II - Schools Advancement & Alumni Relations

Administrative Assistant - Office of Schools Advancement & Alumni Relations

Founded by Detroit philanthropists George and Ellen Booth in 1904, Cranbrook Educational Community is one of the world's leading centers of education, science, and art. Comprised of a graduate Academy of Art, contemporary Art Museum, Center for Collections and Research, House and Gardens, Institute of Science, and more than 1,600 students attending our Pre-K through 12 independent college preparatory Schools, Cranbrook welcomes thousands of visitors and students to its campus each year. Critics have called Cranbrook "the most enchanted and enchanting setting in America" and in 1989 it was designated a National Historic Landmark. The campus is located in Bloomfield Hills, Michigan, about 20 miles north of downtown Detroit. For more, please visit our website: www.cranbrook.edu.

The Administrative Assistant will provide logistical and operational assistance related to parent and alumni engagement activities within the Office of Schools Advancement and Alumni Relations. The Administrative Assistant will report directly to the Director of Parent Relations to assist primarily in the production of engagement activities for parents. The Administrative Assistant will also provide administrative support to the Alumni Relations program.

Responsibilities include, but are not limited to:

Clerical and Volunteer Support

• Keep Directors of Parent Relations and Alumni Relations informed and up to date on event progress. Respond to calls and emails in a timely and professional manner.
• Coordinate and attend event meetings. Take meeting minutes when asked and distribute them in a timely fashion.
• Assist the Business Services office in negotiating contracts and filing for raffle, liquor and any other required licenses.
• Enter Purchase Requisitions as needed and seek/manage quotes from vendors
• Compile, maintain and update event timelines/planning binders.

Development Support

• Send tax information to donors and attendees as necessary.
• Manage all phases of auction events.
• Work with Director of Parent Relations on volunteer succession planning.
• Maintain and respect donor confidentiality.

Acquisitions/Finance Support

• Assist volunteers in creating and tracking event budgets.
• Update donor, advertising and sponsor forms weekly.
• Manage auction item intake. Label and store all items in an organized and secure manner using standard inventory tracking system.
• Work with Business Office to reconcile event budgets.

Marketing and Communications Support

• Create, compile and organize event promotional material. Coordinate the distribution of material to relevant constituents, including volunteers, donors, sponsors and advertisers.
• Assist in the mailing/distribution of invitations and track all responses. Maintain lists of event attendees.
• Work with the Directors of Parent Relations and Alumni Relations to maintain and keep current online content via CranNet and the Schools website.
• Approach work with service-oriented perspective and possess strong interpersonal skills.
• Polite, respectful and professional communications with the event chairs and all volunteers is required.

Set-Up

• Assist in the set-up and tear-down at all events and help manage guest check-in and check-out at all events.

Requirements:

• A high school degree or GED is required.
• A minimum of two years administrative experience is required.
• Excellent communication skills are needed to interact with donors, sponsors, advertisers, event volunteers, parents, faculty and staff.
• Computer proficiency in Microsoft Office Suite is required, experience with design software is preferred.
• Must have strong attention to detail as well as the ability to prioritize and organize multiple tasks.
• Ability to exercise discretion and confidentiality is required.
• Requires a valid Michigan driver's license with a satisfactory driving record

Cranbrook offers competitive compensation and benefits that include medical, dental, life insurance, long-term and short-term disability, and retirement programs with employer contribution. We also offer generous paid time off, 11 paid holidays and 3 floating holidays, employee discounts, and a unique environment in an educational setting that values collaboration.

For consideration, please submit a resume and cover letter.