Executive Assistant

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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

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