Executive Assistant/Development Associate

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.