Comments are off for this post
← Back to Jobs Page

Catlin Gabel School

Catlin Gabel School seeks to employ the best qualified individuals from available applicants and to provide them with opportunity for advancement in a manner that does not discriminate because of race, color, religion, sex, national origin, age, disability, sexual orientation, gender identity or expression, veteran status, genetic information, or any other status protected under local, state, or federal equal employment opportunity laws or regulations.


The School believes that each employee makes a significant contribution to its success. That contribution should not be limited by the assigned responsibilities. Therefore, this position description is designed to outline primary duties, qualifications, and job scope, but not limit the incumbent nor the organization to just the work identified. It is our expectation that each employee will offer his/her services wherever and whenever necessary to ensure the success of our endeavors.


TITLE: Administrative Associate
ORGANIZATION: Catlin Gabel School
REPORTS TO: Director of Advancement
LOCATION: Portland, Oregon
STATUS: Full-time (1.0 FTE), non-exempt position


The Administrative Associate provides operational support for the Advancement Department and Assistant Head of School, working closely with the Director of Advancement on the day-to-day management of and administrative tasks for the department.

• Provide support to the Director of Advancement as needed to meet department goals and objectives.

• Provide support to the Assistant Head of School.

• Manage and monitor the department’s overall information sharing system including, but not limited to, the shared folder and team communication.

• Manage the Advancement Department’s calendar.

• Provide internal and external meeting preparation and support (i.e. book rooms, manage invitations, handle correspondence, draft agendas, print materials, take notes, etc.).

• Provide stewardship support, such as donor acknowledgement letters and pledge reminders, endowment reports, etc.

• Monitor the budget, including: VISA card purchases and reconciliation, track expenses, run monthly reports, etc.

• Provide data support, such as entering contact reports, coordinating reports and research with the Advancement Services Team.

• Provide support for hiring and onboarding of new staff.

• Manage office supply inventory, purchases, and storage.

• Provide support for major events (i.e. Auction, Homecoming, Alumni Weekend, Campaign).

• Manage the maintenance and function of the printer, copier, and equipment in the conference room/kitchen.

• Bachelor’s Degree required; minimum of two-years relevant experience.

• Operations and/or executive assistant work experience, preferred.

• Must be detail-oriented with excellent organizational and multitasking abilities.

• Able to manage multiple projects simultaneously.

• Strong written and verbal communications. Ability to interface with high-net worth individuals, C-level executives, and institutional funders

• Tech savvy and comfortable working with a variety of software platforms and databases.

• Fast learner and good eye for detail.

• Able to work well independently and within a team environment; customer-service oriented.

• Positive, self-motivated, flexible, and quick learning performer highly valued.

• Must have personal vehicle and valid driver’s license for work-related errands.

• Able to work flexible hours, including evenings and weekends occasionally outdoors, as required.

This position requires frequent computer use, occasional lifting of up to 50 pounds, and periods of high physical activity during events. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.


TO APPLY, PLEASE VISIT (applicants must apply via the provided link to be considered):

Applicants must submit a letter of interest, resume, and contact information for at least three professional references.  This position is open until filled. No phone or email inquiries, please.

To apply for this job please visit the following URL: →

☆ Dont forget to tell your interviewer that you heard about this opportunity from the Urban League of Portland ☆