Executive Assistant & Fund Development Administrator

Are you a detail-oriented, organized, and proactive individual? If you are, we looking for you to be the backbone of our team!
Job Description

Provides high-level support to the CEO and executive staff and manages administrative aspects of fundraising efforts. This role is crucial in ensuring smooth operations and contributing to our mission.

Qualifications
  1. Bachelor's degree or equivalent experience
  2. 3+ years of experience in administrative roles, nonprofit experience preferred
  3. Proficiency in Microsoft Office and donor management software
  4. Experience managing a fundraising/development database preferred
  5. Excellent organizational and communication skills
  6. Ability to handle confidential information with discretion
  7. Strong attention to detail and multitasking abilities
  8. Ability to cultivate and maintain strong relationships with stakeholders

PHYSICAL REQUIREMENTS:

  1. Able to sit for extended periods of time and stand and walk as needed
  2. Repetitive motion of hands and fingers
  3. Able to stoop, kneel or crouch
  4. Able to lift up to 25 pounds
  5. Vision is clear for both near and far, with or without correction
  6. Ability to hear clearly, with or without correction and communicate through speech
Essential Functions

Executive Support:

Schedule Management:

  • Manage executive calendar and schedule meetings
  • Schedule internal and external meetings, ensuring efficient use of time
  • Provide timely reminders for upcoming appointments and deadlines
  • Organize travel arrangements. Prepare detailed itineraries with all necessary information
  • Manage executive's expenses and submit expense reports
  • Handle confidential and sensitive information with utmost discretion
  • Maintain organized filing systems for easy retrieval of important documents
  • Ensure executive is well-prepared for all engagements
  • Anticipate needs and proactively solve problems to minimize disruptions

Meeting Preparation:

  • Prepare comprehensive briefing materials for executive meetings
  • Gather and organize relevant documents, reports, and presentations
  • Conduct research to provide background information on meeting attendees or discussion topics
  • Set up meeting rooms or virtual meeting platforms as needed

Communication Management:

  • Screen and prioritize incoming calls and correspondence
  • Draft, proofread, and send professional emails and letters on behalf of executives
  • Serve as a liaison between the CEO and internal/external stakeholders

Project Coordination:

  • Assist in managing executive-led projects or initiatives
  • Track project timelines, deliverables, and follow up on action items
  • Prepare status reports and updates for the executive team

Board Support:

  • Assist in preparing materials for board and committee meetings
  • Coordinate logistics for off-site executive retreats or strategic planning sessions
  • Attend and take notes during all Board and Committee meetings and distribute minutes as needed

Relationship Management:

  • Build and maintain positive relationships with key internal and external stakeholders
  • Manage executive's professional network and contacts database
  • Coordinate donor, partner, or VIP visits to the organization

Office Management:

  • Oversee day-to-day office operations
  • Maintain filing systems and databases
  • Coordinate with vendors and service providers, placing orders as needed

Fundraising Administration:

Database Management:

  • Maintain and update the donor database with accurate and current information
  • Input and track all donations, pledges, and donor interactions
  • Generate regular reports on fundraising progress, donor retention, and giving patterns
  • Ensure data integrity and confidentiality of donor information

Event Support:

  • Assist in planning and executing fundraising events, including galas, auctions, and donor  appreciation gatherings
  • Manage guest lists and RSVPs
  • Coordinate with venue, vendors, volunteers, and staff for smooth event execution
  • Prepare event materials such as name tags, programs, and information packets

Donor Communications:

  • Draft and send personalized thank-you letters and tax receipts in a timely manner
  • Assist in creating and distributing newsletters, impact reports, and other donor communications
  • Manage email campaigns and mailing lists for different donor segments

Donor Stewardship:

  • Assist in developing and implementing a donor recognition program
  • Assist in coordinating personalized touchpoints for major donors, such as birthday cards, holiday greetings, or milestone acknowledgments
  • Arrange and schedule donor meetings, site visits, or program tours for the executive team
  • Assist in creating personalized impact reports for major donors
  • Monitor and flag donor giving patterns to identify potential major gift prospects
  • Assist in management of corporate donor sponsorship program

Fundraising Strategy Support:

  • Assist in developing and implementing donor retention and acquisition strategies
  • Contribute to the creation of annual fundraising plans and campaigns
  • Help identify and research potential new funding sources and corporate partnerships
  • Serve as a member of the Financial Development Committee

Gift Processing:

  • Process incoming donations accurately and efficiently
  • Reconcile donation records with the finance department
  • Manage recurring donation programs and pledges
Cause-Driven Leadership Competencies

Mission Advancement: Accepts and demonstrates the Ys values. Demonstrates a desire to serve others and fulfill community needs. Recruits volunteers and builds effective, supportive working relationships with them. Supports fund-raising.

Collaboration: Works effectively with people of different backgrounds, abilities, opinions, and perceptions. Builds rapport and relates well to others. Seeks first to understand the other person’s point of view, and remains calm in challenging situations. Listens for understanding and meaning; speaks and writes effectively. Takes initiative to assist in developing others.

Operational Effectiveness: Makes sound judgments, and transfers learning from one situation to another. Embraces new approaches and discovers ideas to create a better member experience. Establishes goals, clarifies tasks, plans work and actively participates in meetings. Follows budgeting policies and procedures, and reports all financial irregularities immediately. Strives to meet or exceed goals and deliver a high-value experience for members.

Personal Growth: Pursues self-development that enhances job performance. Demonstrates an openness to change, and seeks opportunities in the change process. Accurately assesses personal feelings, strengths and limitations and how they impact relationships. Has the functional and technical knowledge and skills required to perform well; uses best practices and demonstrates up-to-date knowledge and skills in technology.

Comprehensive Benefit Package:

Generous paid time off, health/dental/long-term disability/life coverage, health savings account contribution, 12% retirement contribution, 401K savings plan, holiday club contribution and facility membership.