Advancement Assistant

Job Description

Advancement Assistant (Full-Time)
Royal Palm Academy - Naples, Florida
$25/hour starting pay | 40 hours/week | On-site | 12-month administrative position
Start date: As soon as possible (flexible through July 2026 for an exceptional candidate)

Royal Palm Academy, a joyful and thriving independent Catholic PK-8 school in North Naples, Florida, is seeking a full-time Advancement Assistant to support the growing work of our Advancement Office.

This is a task-oriented, relationship-focused, execution-driven role supporting donor stewardship, events, communications, alumni engagement, and advancement operations. The Advancement Assistant plays a critical behind-the-scenes role in advancing the school's mission and ensuring a high-quality, hospitable experience for donors, families, alumni, and community partners.

This position is well-suited for candidates with a background in events, hospitality, communications, customer service, or high-detail administrative support, and for those who thrive in fast-paced, deadline-driven environments with changing priorities.

Position Overview
The Advancement Assistant reports to the Director of Advancement and works closely with Advancement leadership and the Head of School. This is a high-trust, high-execution role requiring professionalism, discretion, adaptability, and the ability to manage multiple priorities simultaneously.

This role is fully on-site and includes occasional evening and weekend work during peak event cycles.

Key Responsibilities

Donor Stewardship and Gift Processing
• Prepare donor acknowledgments, thank-you letters, and stewardship communications.
• Assist with gift entry, pledge processing, and record updates in Blackbaud Raiser's Edge NXT.
• Maintain accurate and confidential donor, alumni, and parent records.
• Support tracking of in-kind gifts, sponsorships, and donor touchpoints.

Event and Hospitality Support
• Provide logistical and hospitality support for Advancement-led events, including the Gala, Fashion Show, donor receptions, alumni events, and community gatherings.
• Build and manage event ticketing in GiveSmart, including attendee communications, updates, and special requests.
• Assist with event materials (name tags, signage, place cards, seating charts, programs, check-in processes).
• Support vendor coordination, supplies, volunteer organization, and event-day execution.
• Serve as a warm, professional presence for guests, donors, and volunteers.

Communications and Administrative Support
• Assist with outbound communications, reminders, and follow-ups related to Advancement initiatives.
• Support preparation of newsletters and updates (Advancement, alumni, PVO).
• Maintain shared files, event documentation, Advancement archives, and PVO materials.
• Provide scheduling support for meetings and donor or vendor appointments.
• Prepare mailings, packets, and printed materials as needed.

Data, Reporting and Systems
• Enter and maintain data in Raiser's Edge NXT with accuracy and attention to detail.
• Pull basic lists and reports for appeals, stewardship, and event follow-up.
• Update sponsor information, logos, and recognition materials for print and digital use.
• Make simple updates in Canva using established Advancement templates.

Professional Expectations

Strong candidates will demonstrate:
• Alignment with the Catholic mission and values of Royal Palm Academy.
• A service-oriented, can-do approach and willingness to step in wherever needed.
• The ability to manage competing priorities in a deadline-driven environment.
• Calm execution under pressure during peak event cycles.
• Creative problem-solving when plans change.
• Professional discretion and confidentiality with donor and school information.
• Warmth, professionalism, and hospitality when representing the Advancement Office.

Qualifications
• Undergraduate degree strongly preferred (hospitality, communications, marketing, public relations, or related fields a plus).
• Experience or demonstrated interest in events, hospitality, nonprofit work, advancement, customer service, or administrative support strongly preferred.
• Strong organizational skills, attention to detail, and follow-through.
• Comfort with databases, ticketing systems, and digital tools; CRM experience is a plus but not required.

Training will be provided. Curiosity, reliability, and execution matter more than prior system knowledge.

Growth Pathways

As experience develops, the role may grow to include:
• Ownership of specific events or event components.
• Increased responsibility for sponsorship fulfillment and stewardship initiatives.
• Alumni engagement and contact management.
• Supervised outreach to LYBUNT/SYBUNT and emerging donor segments.

Position Details
• Full-time, on-site, 12-month administrative position
• 40 hours per week (typically 7:30-4:00 daily)
• Starting at $25/hour (with increases based on performance and expanded responsibilities)
• Occasional evening or weekend work required for events
• Reports to the Director of Advancement, with additional projects from the Head of School

How to Apply (Important)
• Strong candidates will first explore our school website and mission, then follow the application instructions provided in our official posting on our website.
• To apply, please visit: www.royalpalmacademy.org/about/employment-opportunities
• Please review our mission and website before applying. Strong candidates will demonstrate attention to detail by carefully following the "To Apply" instructions.

About the Employer

Royal Palm Academy is an independent, Catholic, pre-kindergarten to eighth grade school in Naples, Florida. Our mission is to partner with families to provide an education of rich academics with Catholic formation. Royal Palm Academy teaches the mind, educates the heart, and forms the character of tomorrow's leaders. This mission is pursued through the development of the whole person, integral formation, which encompasses the commitment to teach, to educate, and to form our students.