Executive Assistant

Executive Office And Development Assistant

Beech Brook is seeking a highly organized, dependable, and detail-oriented Executive Office and Development Assistant to provide administrative support to the President & CEO and Executive Office while supporting development and fundraising activities. This position manages the agency's development database and donor records, coordinates executive schedules and meetings, assists with Board and agency events, and provides administrative support for Human Resources, compliance, and other agency initiatives. The successful candidate must be able to manage multiple priorities, work independently, exercise sound judgment, and maintain strict confidentiality.

Essential Responsibilities

• Development & Fundraising
• Maintain Beech Brook's development database, including gift entry, donor records, data updates, reporting, and quality control.
• Prepare donor acknowledgments and maintain accurate donor and funder records.
• Assist with fundraising reports, donor communications, online giving, and special development projects.
• Maintain confidentiality of donor and fundraising information.

• Executive & Administrative Support
• Manage calendars and scheduling for the President & CEO and Executive Office.
• Coordinate meetings, agendas, materials, correspondence, and follow-up.
• Assist with contracts, agreements, travel arrangements, purchasing, correspondence, and document management.
• Provide administrative support for the Board, committees, and special projects.
• Serve as an administrative liaison with internal and external stakeholders.

• Events, HR & Compliance
• Assist with agency meetings, events, vendor coordination, purchasing, logistics, and special functions.
• Support continuing education administration, including CE Broker, course records, certificates, and state reporting.
• Assist with employee service awards, CPR training coordination, continuing education tracking, and HR compliance activities.
• Provide administrative support to other departments and agency initiatives as needed.

Qualifications Required

• Minimum of two years of administrative, executive assistant, development, or comparable experience.
• Experience working with a nonprofit development database or CRM system is required.
• Strong computer skills, including Microsoft Word, Excel, Outlook, and PowerPoint.
• Excellent organizational, communication, and problem-solving skills.
• Exceptional attention to detail and follow-through.
• Ability to manage multiple priorities and meet deadlines.
• Ability to work independently while functioning effectively as part of a team.
• Ability to maintain confidential and sensitive information.
• Dependable, flexible, resourceful, and professional.
• Ability to work occasional evenings and Saturdays and travel to agency and community locations as needed.

Preferred

• Experience with Blackbaud Raiser's Edge.
• Nonprofit or human-services experience.
• Executive-level administrative experience.
• Experience with event coordination, vendor management, compliance, or continuing education administration.

Beech Brook Beech Brook is a trauma-informed organization dedicated to strengthening children and families and creating healthier communities. Employees are expected to contribute to a safe, respectful, supportive, and trauma-informed workplace. Beech Brook is an equal opportunity employer.