Executive Assistant Database Coordinator

Job Description

Job Description

SUMMARY

The Executive Assistant & Database Coordinator plays a vital dual role in supporting the CEO and Executive team while serving as the primary administrator of the organization’s donor and constituent database. This position is essential to the smooth operation of all Ronald McDonald House (RMH) programs, Board governance, and fundraising efforts. The ideal candidate is compassionate, highly organized, detail-oriented, and committed to RMHC’s mission, with the ability to balance confidential executive support with accurate and thoughtful data management.

Key Responsibilities include, but are not limited to:

Executive & Administrative Support

• Provide high-level administrative support to the CEO and other Executive team members, including calendar management, meeting coordination, and correspondence, for internal and external engagements. • Provide “gatekeeper” and “gateway” role, providing a bridge for smooth communication between the CEO and Executive Team.

• Serve as the primary point of contact for internal and external constituencies on all matters pertaining to the CEO, including those of a highly confidential or critical nature. Prioritize and determine appropriate courses of action, referral, or response, exercising judgement to reflect CEOs style and organization policy. • Prepare agendas, supporting materials, and meeting logistics for Board of Directors meetings, as well as the Executive, Finance, and Governance Committee meetings.

• Record, distribute, and archive meeting minutes, ensuring clear documentation of decisions and follow-up action items, as well as submitting volunteer hours to the Volunteer Coordinator within one week.

• Maintain Board contact information, annual commitment agreements, progress reports, and Board giving and engagement tracking.

• Handle staff seminars, conferences, and workshop enrollment and related travel arrangements as needed. • Purchase office supplies as requested and approved. Monitor and maintain postage machine, including the reloading of postage funds as requested and approved.

• Assist with fundraising events and special projects that support RMH programs, families, and strategic priorities.

Database & CRM Management

• Serve as the primary administrator for the organization’s donor and constituent database (CRM).

• Ensure timely and accurate entry of monetary donations and pledges.

• Assist with donation processing and timely donor tax acknowledgment letters in alignment with RMH brand standards.

• Responsible for importing information from external sources for programs and events.

• Maintain data integrity through regular monthly reconciliations, data clean-up, database updates, audits, and standardized procedures aligned with RMH and donor privacy standards.

• Provide data support for Development team for donor analysis, major gifts, annual giving, planned giving programs, fundraising events, and RMH programs, as needed.

• Produce all mailing lists as requested, following provided parameters from Development team.

• Coordinate, implement, and provide training for all CRM database users.

• Create and maintain policies and procedures related to the Executive Assistant and Database Coordinator position.

The mission of Ronald McDonald House Las Vegas is to create and support programs that directly improve the health, education, and well-being of children in our community. The Ronald McDonald House provides temporary housing for families who travel to Las Vegas to receive critical medical treatment for their children.

Company Description

The mission of Ronald McDonald House Las Vegas is to create and support programs that directly improve the health, education, and well-being of children in our community. The Ronald McDonald House provides temporary housing for families who travel to Las Vegas to receive critical medical treatment for their children.