Executive & Advancement Assistant

Job Description

Job Description

Priority will be given to applications submitted before July 1, 2026. Applications will continue to be accepted and reviewed until the position is filled.

Join our team of mission-driven professionals!

Whatcom Center for Early Learning (WCEL) provides transformational services for young children and their families across Whatcom County, WA-with majestic mountains, beautiful seaside views, and a thriving outdoor recreation culture. Founded in 1973, WCEL partners with families and caregivers to provide high-quality, equitable, and comprehensive therapy, early learning, and support services to children, with a focus on those experiencing developmental delays and disabilities. WCEL is a non-profit organization with a $5 million annual budget and approximately 60 employees. For more information, please visit

Lived experience brings valuable insight

We are working to build a team that reflects the communities that we serve and brings a range of perspectives to help strengthen our services. We strongly encourage candidates who bring lived experience related to the barriers people may face in accessing early support services including, but not limited to, experiences related to race, culture, language, disability, identity, or involvement with support systems to apply. This perspective helps us better understand the needs of our communities, improve how we deliver services, and ensure that everyone feels welcomed and supported. If you meet the qualifications and feel your experience can help us grow in this way, we would love to hear from you.

Position Summary

The Executive & Advancement Assistant provides high-level administrative and coordination support to the Executive Director, with a focus on supporting development activities and organizational communications. This role will play a key part in supporting development efforts and ensuring organizational communications align with executive priorities.

This role contributes to WCEL's sustainability and external presence by coordinating development-related processes, supporting clear and consistent communication materials, and maintaining organized executive operations. The position requires strong attention to detail, discretion, and the ability to manage multiple priorities in a collaborative, mission-driven environment.

Location: Primarily works from our Cordata location.

Duties and Responsibilities:

Executive Operations & Administrative Support

• ​Manage scheduling and calendar coordination for the Executive Director

• ​Draft, format, and distribute internal and external communications

• ​Maintain organized and accurate executive records, files, and documentation

• ​Coordinate meetings and prepare detailed notes for leadership and board meetings
• Support agenda creation and updating

Development & Communications Support

• ​Track fundraising and development deadlines, activities, and follow-ups

• ​Maintain organized donor and development-related records and documentation

• ​Support preparation of development materials, reports, and correspondence

• ​Assist with coordination of donor engagement activities and community partnerships
• ​Support preparation of external communications, including newsletters, updates, and outreach materials
• ​Execute and support social media creation and distribution
• Assist in maintaining consistency and accuracy across organizational messaging
• ​Help organize and manage communication assets (templates, contact lists, distribution materials)​

Systems, Events, & Organizational Projects

• Execute assigned tasks that support department tools, systems, and tracking processes
• Assist with community events, outreach activities, and occasional tabling
• Contribute to cross-functional projects and organizational priorities, as assigned

Skills and Abilities:

• ​​​Strong written communication skills, including drafting and editing professional materials
• ​Highly skilled in social media creation and distribution
• Excellent organizational skills with high attention to detail and accuracy
• ​Ability to manage multiple priorities and deadlines with minimal supervision
• ​Demonstrated discretion and ability to maintain confidentiality
• ​Strong interpersonal skills and cultural humility when working with diverse communities
• ​Comfort working with data, tracking tools, and document management systems
• ​Adaptability and problem-solving in a dynamic environment
• ​Proficiency with technology and ability to learn new systems quickly​​

Education and Knowledge:

Required

• ​High school diploma or GED

• ​Minimum of two (2) years of experience in an administrative or executive support roles

• ​Equivalent combination of education and experience may be considered

Preferred

• ​Fluency in more than one language

• ​Experience in nonprofit development, fundraising support, or community engagement

• ​Experience supporting organizational communications or outreach efforts

• ​Familiarity with donor tracking systems or CRM tools

• ​Experience in early learning, healthcare, or community-based services​​

Benefits:

• Simple IRA with 3% company match
• Health insurance (Medical/Dental/Vision) – including family coverage options
• Flexible Spending Account (FSA)
• Professional development stipend after 90 days of employment
• Flexible schedule
• Paid time off

Other Requirements

• Vehicle in working condition, driver's license, and auto insurance
• Consent to background check and fingerprinting

FLSA Status Options

Non-Exempt: This position is eligible for overtime pay for any time worked beyond 40 hours in a Sunday-Saturday workweek, in accordance with the Fair Labor Standards Act (FLSA) and Washington State regulations.

Whatcom Center for Early Learning (WCEL) is committed to creating a diverse environment and is proud to be an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, gender identity or expression, sexual orientation, national origin, genetics, disability, age, or veteran status.