Executive Assistant

To provide high-level executive, administrative, and project support to the Chief Advancement Officer, the Senior Deputy Director, and their respective areas of responsibility.

Provide Executive Support

• Provide executive-level administrative support to the Chief Advancement Officer and Senior Deputy Director, demonstrating excellent organizational and problem-solving skills, attention to detail, initiative, and follow-through.
  • Prioritize and help manage internal and external communications with key stakeholders, including trustees, donors, division heads, direct reports, and others, drafting correspondence, such as gift acknowledgments, email responses, and meeting invitations, editing materials, and identifying priority issues for attention.
  • Manage executive calendars, expenses, and travel arrangements.
  • Support tracking of donor visits and relationships via moves management tools, creating contact reports and managing follow up steps.
  • Schedule complex meetings and manage related logistics.
  • Prepare and distribute meeting notifications, presentations, and materials.
  • Reserve meeting space and arrange for necessary technology, catering, etc.
  • Record meeting minutes and monitor follow-up items as requested.
  • Anticipate executives’ workflow and needs, reviewing priorities to ensure that tasks/projects are completed in a timely manner, and utilizing appropriate tools to ensure efficient communication.
  • Maintain confidentiality regarding all aspects of the Director’s Office and Advancement Division initiatives, including budgets, personnel, and donor relationships.
  • Cookinate projects.
• Coordinate projects.
  • Assist with researching, developing, implementing, maintaining, and monitoring division projects, including capital improvement projects and fundraising campaign.
  • Cookordinate, track, and follow up on projects as assigned, including activities of external partners and vendors.
  • Help to manage work of internal project teams, supporting meetings, schedules, communications, and assignments.
  • Produce and distribute materials as directed, including PowerPoint decks, spreadsheets, and print materials.
  • Monitor project due dates/deadlines and communicate with team members and project owners to ensure accurate and timely implementation and reporting.
• Provide other Administrative Support.
  • Organize and maintain filing systems in a manner that ensures accuracy and accessibility, and where necessary, confidentiality.
  • Provide backup administrative support to Director’s Office staff as needed, including greeting and escorting of guests and management of hospitality/catering for meetings.
  • Track and maintain budgets and invoices as directed.
  • Maintain tidy office area and restock office supplies for Advancement division as needed.
  • Support daily tracking, monitoring, and classifying of donor gifts and pledges and provide backup to other Advancement staff.
  • Respond to general inquiries from trustees, donors, members, and staff, providing excellent customer service.

Requirements

• Required: At least 5 years related high-level administrative experience.
• Preferred: Advancement/fundraising experience, including capital campaigns.
• Building project/construction experience.
• CRM experience (e.g., Salesforce).
• Project management experience and familiarity with related tools (e.g., Asana).