To Apply for this Job Click Here
Our client, a non-profit organization, is seeking a Temporary to Permanent Executive Assistant to support the Chief Development Officer and Vice President of Development. This role will oversee complex calendar management, coordination, fundraising support, and event-related initiatives. They are looking for someone who can start as soon as possible. The role will allow the candidate to work on a hybrid 3:2 schedule or allow them to be fully onsite. Hours will be 9am-5pm with flexibility for after hours. Compensation is up to $80K.
Priority Framework:
Success in this role is measured by the following priorities:
- Executive support to the Chief Development Officer
- Fundraising productivity and donor engagement support
- Development department operations and administration
- Strategic projects and special initiatives
What a Typical Day Might Look Like:
- Executive Support (Primary Responsibility)
- Provide comprehensive executive support to the Chief Development Officer, managing a complex calendar, scheduling meetings, coordinating travel, preparing expense reports, and ensuring alignment of priorities.
- Anticipate the needs of the Chief Development Officer by proactively managing schedules, preparing meeting materials, tracking commitments, and ensuring timely follow-up on action items.
- Prepare agendas, briefing materials, presentations, reports, and correspondence for executive meetings and external engagements.
- Serve as a liaison between the Chief Development Officer and internal and external stakeholders, exercising professionalism, discretion, and sound judgment.
- Coordinate leadership meetings and department-wide meetings, including scheduling, logistics, materials preparation, and follow-up.
- Support the Board Development Committee, including scheduling meetings, preparing materials, maintaining records, coordinating logistics, and tracking follow-up actions.
- Fundraising Productivity Support
- Support the Chief Development Officer’s portfolio of major and principal donor relationships through scheduling, briefing preparation, donor tracking, stewardship coordination, and meeting follow-up.
- Coordinate donor engagement activities, including meetings, cultivation events, stewardship opportunities, and special donor communications.
- Assist with fundraising reporting, portfolio reviews, prospect tracking, and pipeline management activities.
- Partner with Development Operations to maintain accurate donor records, CRM updates, action tracking, and fundraising reports.
- Support acknowledgment, stewardship, and donor communication processes to ensure timely and consistent donor engagement.
- Provide targeted administrative support that increases fundraiser productivity and allows frontline fundraisers to focus on donor-facing activities.
- Department Operations
- Support the Vice President, Development with scheduling, expense reporting, administrative coordination, and department-wide initiatives.
- Manage departmental administrative processes, including invoice processing, budget tracking support, purchasing requests, and financial documentation.
- Coordinate onboarding activities for Development staff, including scheduling, resources, and introductions.
- Maintain departmental records, files, shared resources, and administrative systems.
- Facilitate communication and coordination between Development and internal departments including Finance, Human Resources, Marketing & Communications, Information Technology, and Executive Office teams.
- Support logistics for department meetings, retreats, trainings, and staff engagement activities.
- Strategic Projects and Special Initiatives
- Support select Development initiatives and cross-functional projects by coordinating meetings, maintaining timelines, tracking deliverables, and documenting next steps.
- Assist with process improvement efforts designed to increase departmental efficiency and effectiveness.
- Perform other related duties as assigned in alignment with departmental priorities and available capacity.
Qualifications Required:
- Minimum of 5 years of executive assistant, administrative, office management, or related experience supporting senior leaders.
- Exceptional organizational, project management, and time-management skills.
- Demonstrated ability to manage multiple priorities in a fast-paced environment.
- Strong written and verbal communication skills.
- High degree of professionalism, confidentiality, discretion, and judgment.
- Proficiency in Microsoft Office Suite, including Outlook, Word, Excel, PowerPoint, and Teams.
- Strong attention to detail and commitment to accuracy.
Preferred:
- Experience supporting senior executives in a nonprofit or fundraising environment.
- Familiarity with donor databases, fundraising CRM systems, or constituent management systems.
- Experience supporting volunteer leadership, committees, or boards.
Key Competencies:
- Executive Support and Prioritization
- Organization and Project Coordination
- Relationship Management
- Communication and Follow-Through
- Initiative and Problem Solving
- Confidentiality and Professional Judgment
- Collaboration and Customer Service
- Adaptability and Flexibility
A1478112NY-Temp_1792080065