Friends Seminary educates students from kindergarten through twelfth grade, adhering to the values of the Religious Society of Friends. We strive to build a diverse school where students exercise their curiosity and imagination as they develop as scholars, artists and athletes. In a community that cultivates the practices of keen observation, unhurried reflection, critical thinking, and coherent expression, we listen for the single voice as we seek unity. The disciplines of silence, study, and service provide the matrix for growth: silence opens us to change; study helps us to know the world; service challenges us to put our values into practice. At Friends Seminary, education is rooted in the Quaker belief in the Inner Light – that of God in every person. Guided by the testimonies of integrity, peace, equality, and simplicity, we prepare students to engage in the world that is and to help bring about a world that ought to be.
Founded in 1786, Friends Seminary, the oldest continually operating coeducational, independent Quaker school in New York City, seeks an Executive Assistant & Advancement Associate in the Office of Institutional Advancement. The Executive Assistant, Advancement Office, is a key member of the Institutional Advancement team, providing high-level administrative support to the Director of Institutional Advancement (DOIA) and the Advancement team. This individual will be responsible for managing the DOIA’s calendar, coordinating meetings and donor interactions, and ensuring the smooth operation of the Advancement office through efficient administrative processes. The Executive Assistant will play a vital role in advancing the School’s fundraising efforts by supporting donor cultivation, stewardship, and engagement activities.
This position offers an exciting opportunity for a detail-oriented and proactive professional to support Friend’s Advancement efforts, playing a crucial role in fostering donor relationships and ensuring operational excellence within the Advancement Office.
This position reports to the Director of Institutional Advancement and requires strong organizational, communication, and problem-solving skills, along with a high level of discretion and professionalism. This is an in-person position.
Responsibilities
Executive Assistant Responsibilities (35%)
- Manage and maintain the Director of Institutional Advancement’s calendar, ensuring efficient scheduling of meetings, appointments, and travel.
- Coordinate and prepare materials for internal and external meetings, including donor and committee meetings.
- Draft and proofread correspondence, including donor letters, reports, and acknowledgments.
- Support DOIA in producing reports for the Board, senior leadership, and volunteer groups.
- Liaise with the Parents Association and support parent volunteers with on-campus events, ensuring all logistical details are confirmed.
- Attend and scribe monthly meetings with PA leadership and DOIA.
Stewardship & Events Responsibilities (35%)
- Develop and manage a comprehensive stewardship plan for all development initiatives in the Advancement Office.
- Prepare donor materials, proposals, and stewardship reports.
- Maintain and update all stewardship information (endowed funds, plaques) in the database.
- Manage all administrative aspects of the endowment, which includes managing statements for 100 funds, documenting all annual updates and reports to donors.
- Assist with special event planning and execution, including event registration and logistical support.
Fundraising Support (20%)
- Manage a portfolio of annual fund prospects and new parents from identification to solicitation.
- Attend major gift prospecting meetings and assist in tracking and managing donor engagement.
- Assist in prospect research, including identification, rating, and creation of prospect profiles.
- Support the preparation and tracking of fundraising progress reports, donor databases, and meeting follow-ups.
Office Operations and Communication (10%)
- Maintain office supplies, collateral materials, and inventory for Advancement activities.
- Maintain an overall Advancement calendar and oversee the team’s key deadlines and priorities.
- Liaise with the Calendar Committee and oversee the scheduling of Advancement events in coordination with other School departments.
- Run weekly Advancement meetings; draft and distribute agendas and minutes.
Required Qualifications
- 2–4 years of experience in an administrative, development, or advancement support role in a nonprofit or educational setting.
- Excellent organizational, interpersonal, and communication (oral and written) skills.
- Strong attention to detail and ability to manage multiple tasks and deadlines effectively.
- Proficiency in Microsoft Office (Word, Excel, Outlook, PowerPoint) and donor database systems.
- Ability to work independently and collaboratively as part of a team.
- High level of discretion, professionalism, and confidentiality in handling donor information.
Preferred Qualifications
- Bachelor's degree.
- Experience working in a fundraising or advancement office.
- Familiarity with donor databases such as Raiser’s Edge or other CRM platforms.
- Experience working with boards, volunteer management, or special event coordination.
Compensation
Annual salary range for 2025-2026 based on years of experience: $68,000 - $78,000.
Benefits
Friends Seminary offers excellent benefits including paid time off, health, dental, vision, 403(b) with a School-paid match; wide-ranging opportunities for professional development, including tuition support and summer grants; and a talented and dedicated team of teaching colleagues and supportive administrators. Successful candidates will join a dynamic and forward-thinking teaching community of over 150 educators.
To apply, please submit the following:
- Completed Friends Seminary employment application
- Cover letter
- Resume
- Contact information for three personal references
When submitting your materials, kindly be sure to reference your first and last name, the position for which you are applying, and where you heard about the position in the subject line. i.e. [last name], [first name] - Executive Assistant & Advancement Associate, Advancement Office - Friends Seminary website. You will receive a confirmation email when you submit your application. No phone calls, please.
Friends Seminary actively promotes diversity, equity, inclusion, and anti-racism in all its programs and operations, including admissions, financial aid, hiring, and all facets of the educational experience. To form a community which strives to reflect the world’s diversity, we do not discriminate on the basis of race or color, religion, nationality, ethnicity, economic background, physical ability, sex, gender identity or expression, or sexual orientation. Friends Seminary is an equal opportunity employer. Candidates of color and members of other underrepresented groups are strongly encouraged to apply. We urge all applicants to identify and express their individuality and the ways in which they might enrich and diversify the School community.
Moreover, all successful applicants, whether for a faculty or administrative staff post, must demonstrate an ongoing commitment to diversity, equity, inclusion, and anti-racism in their professional lives. Applicants for a faculty position should highlight ways their curriculum, pedagogy, and classroom culture may advance these goals. Applicants for an administrative staff position should highlight ways they seek to promote these goals in their office work, programming, or operational endeavors.