Advancement Assistant

The Canadian International School of Hong Kong (CDNIS) is looking for an Advancement Assistant.

Reporting to the Head of Advancement, the Advancement Assistant is responsible for the administrative tasks related to the operation of the Advancement Department, including donation and alumni data entry, as well as engagement event logistics and execution. This role involves interactions with other school departments, parents, alumni, and donors, facilitating effective engagement and fundraising efforts, along with other clerical support as directed by the Head of Advancement.

Key Duties & Responsibilities

Donation and Alumni Management:

• Accurately enter monetary donations, in-kind donations, and update contact records for donors and alumni in the relevant databases. Knowledge in donation management databases such as Blackbaud, Salesforce preferred.
• Follow up on donations, including acknowledgement email and official receipts
• Coordinate alumni visits, managing both internal coordination and communications with alumni.

2. Engagement Event Logistics and Execution:

• Support the logistics and execution of engagement or fundraising activities/events such as catering arrangements, guest lists, and event materials.
• Coordinate with external service providers for donor engagement and alumni events, including souvenirs and venues as well as managing inventory for souvenirs.
• Provide on-site support during events, including registration, guest assistance, and volunteer coordination.

3. Coordination of quotations, invoices and payments, tracking donation and Advancement Department spending against donation or budgetary allocations.

Required Qualifications and Experience 

• Bachelor's degree in a relevant field (e.g., business administration, marketing, communications) or equivalent work experience.
• 3-5 years of experience in an administrative role.
• Proficiency in Google (Google Sheets and Google Documents) and Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Proficiency in database management including MailMerge and Pivot Table
• Excellent and strong event planning skills and experience.
• Attention to detail and strong analytical skills.
• Strong interpersonal skills with the ability to build and maintain relationships with diverse stakeholders.
• Fluent in English and Chinese (Mandarin and Cantonese).
• Excellent written and verbal communication skills.
• Strong telephone etiquette and interpersonal skills.
• Strong organizational skills with the ability to multitask and meet deadlines.
• Ability to work both independently and collaboratively as part of a team.
• Flexibility and adaptability in a fast-paced work environment.
• Willingness to work occasional evenings and weekends to support school, donor and alumni events on and off campus.
• Able to maintain confidentiality of sensitive information.
• Knowledge of fundraising best practices and ethical guidelines is a plus.
• A pleasant personality and a passion for philanthropy and community engagement are highly desirable.

Application Procedures
Please include a covering letter, a detailed résumé, expected salary, the names and contact information of three references and send to us by email.  

Candidates should note, however, that in the event outstanding applicants are identified early for any of the above position, CDNIS reserves the right to make an appointment before the closing date (if applicable).   For this reason, it is important that interested candidates apply as soon as possible.
 

Successful candidates will be short-listed and will be contacted for interviews.

Safety is Our First Priority

CDNIS believes that every child has the right to grow up in a healthy, safe, secure and supportive environment.  As an institution CDNIS prioritises and promotes child protection above all else and adopts a strict zero tolerance policy towards the mistreatment or abuse of children.

CDNIS supports the International Task Force on Child Protection (ITFCP) Reports and Recommendations and we hold ourselves to a high standard of effective recruitment practices with specific attention to Child Protection.

As part of our safer recruitment procedures, CDNIS conducts pre-employment  reference checks before confirming any appointment.  Furthermore, CDNIS requests all successful candidates to undergo criminal record checks at their local police and/or Sexual Conviction Record Check (SCRC) in Hong Kong.