Executive Assistant/Development Associate

Job Description

Job Description

Description:

Position Overview:  

 

The Executive Assistant / Development Associate provides high-level administrative support to the Chief Executive Officer while assisting the Development Manager with fundraising, donor relations, and development activities. This role manages executive priorities, coordinates communications and projects, and supports the organization's development efforts through donor stewardship, event coordination, and administrative support. The ideal candidate is highly organized, detail-oriented, and able to manage multiple priorities while maintaining professionalism, confidentiality, and strong relationships with internal and external stakeholders. 

Duties and Responsibilities:  

Executive Assistant Duties

• Provide comprehensive administrative and operational support to the Chief Executive Officer.
• Manage the CEO's calendar by scheduling appointments, meetings, and events while prioritizing competing demands.
• Coordinate travel arrangements, itineraries, accommodations, and expense reports.
• Prepare agendas, reports, presentations, correspondence, and other executive materials.
• Attend meetings as requested, record meeting minutes, and track action items to ensure timely follow-up.
• Monitor and manage incoming communications, including emails, phone calls, and correspondence, ensuring appropriate prioritization and response.
• Serve as the primary liaison between the CEO, Board of Directors, executive leadership, staff, donors, community partners, and external stakeholders.
• Coordinate Board of Directors, executive leadership, committee, and staff meetings, including scheduling, logistics, and meeting materials.
• Review, prioritize, and monitor the CEO's tasks, deadlines, commitments, and follow-up items.
• Anticipate the CEO's needs by identifying scheduling conflicts, resolving administrative issues, and recommending solutions.
• Conduct research, compile information, and prepare briefing materials to support executive decision-making.
• Prepare, process, and maintain contracts, agreements, purchase requests, and other official documents requiring executive review and approval.
• Maintain confidential files, records, and sensitive organizational information with the highest level of discretion.
• Assist with planning and coordinating organizational events, executive functions, and special projects.
• Collaborate with internal departments to ensure effective communication, coordination, and completion of organizational priorities.
• Support strategic initiatives and other projects assigned by the CEO.
• Perform other related duties as assigned in support of the CEO and the organization's mission.

Development Associate Duties

• Provide administrative and operational support to the Development Manager in implementing fundraising and development initiatives.
• Assist with planning and coordinating fundraising campaigns, donor stewardship activities, and special events.
• Prepare and distribute donor acknowledgments, newsletters, fundraising appeals, and other development communications.
• Maintain accurate donor records, gift processing, and constituent information in the donor database.
• Track donations, pledges, sponsorships, and fundraising metrics, ensuring accurate recordkeeping and reporting.
• Assist with donor prospect research and maintain prospect and donor profiles.
• Support grant administration by organizing documentation, tracking deadlines, and assisting with grant proposals and reports.
• Coordinate meetings, schedules, and communications with donors, sponsors, community partners, and volunteers.
• Prepare reports, presentations, spreadsheets, and other materials to support fundraising and development activities.
• Assist with planning and executing fundraising events, donor recognition activities, and community outreach initiatives.
• Maintain development calendars and monitor project timelines to ensure timely completion of tasks and deadlines.
• Collaborate with internal departments to gather information and prepare materials highlighting the organization's programs and impact.
• Ensure the confidentiality and security of donor information and organizational records.
• Support the Development Manager with special projects and other duties as assigned to advance the organization's fundraising and development goals.

Requirements:

Required Qualifications: 

• Bachelor’s degree in Business Administration, Communications, Nonprofit Management, Public Administration, Organizational Leadership, or a related field preferred; an equivalent combination of education and experience may be considered.
• Minimum of 3–5 years of experience providing executive-level administrative support, nonprofit administration, development, fundraising, or a related field.
• Demonstrated experience supporting senior executives, managing complex calendars, coordinating meetings, and handling confidential information.
• Experience supporting fundraising activities, donor relations, event coordination, grant administration, or development operations preferred.
• Excellent organizational and time-management skills with the ability to manage multiple priorities, deadlines, and projects in a fast-paced environment.
• Strong written and verbal communication skills, including the ability to prepare professional correspondence, reports, presentations, and donor communications.
• Experience in maintaining donor databases or customer relationship management (CRM) systems and preparing reports is preferred.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook), Google Workspace, and virtual meeting platforms; experience with donor management software is a plus.
• Exceptional attention to detail, accuracy, and problem-solving skills.
• Proven ability to exercise sound judgment, maintain confidentiality, and handle sensitive information with discretion.
• Strong interpersonal skills with the ability to build and maintain positive relationships with executives, board members, donors, community partners, staff, and external stakeholders.
• Ability to work independently, take initiative, anticipate needs, and adapt to changing priorities.
• Experience in a nonprofit or mission-driven organization is preferred.

Physical & Additional Requirements: 

• Regular and reliable job attendance. 
• Effective verbal and written communication skills. 
• Proficiency in computer skills, including knowledge of Microsoft Office, Avatar, internet browsers, etc. 
• Exhibit respect and understanding of others to maintain professional relationships. 
• Independent judgement in evaluation options to make sound decisions. 
• Ability to work effectively in an open office environment surrounded by moderate noise and distractions. 
• Frequently required to sit; occasionally walk and stand; travel from the building to other sites. 
• Specific vision abilities required by this job include close vision, distance vision, depth perception, and the ability to adjust focus. 
• The employee must be able to meet deadlines with time constraints.
• May be asked to occasionally work irregular or extended hours while performing job duties. 
• Able to meet required state, federal, local and BVHP standards. 
• Live Scan fingerprinting and TB clearance as well as any other medical vaccinations may be required. 
• As part of our commitment to maintaining a secure environment, all candidates selected for this position will be subject to a comprehensive background check clearance. This clearance is a standard part of our employment process and is conducted in accordance with applicable laws and regulations.