Operations & Development Assistant to the Chief Impact Officer

About the role

This is not a traditional administrative role. We are looking for someone who thrives in a fast-paced environment, loves bringing order to complexity, and finds deep satisfaction in ensuring every detail is executed with excellence. The ideal candidate is highly organized, relentlessly proactive, naturally hospitable, and takes ownership without waiting to be asked. They anticipate needs, solve problems before they become problems, and understand that extraordinary donor experiences are created through thoughtful preparation and consistent follow-through.

The right person will help ensure our leadership team is prepared, our partners feel exceptionally cared for, and our biggest initiatives move forward with excellence. We're less concerned with finding someone who has done every aspect of this role before than we are with finding someone who is humble, driven, curious, eager to learn, and committed to excellence. If you're someone who notices the details others miss, loves serving behind the scenes, and finds joy in helping others succeed, we'd love to meet you.

Key Responsibilities

• Executive Support
  • Help manage the Chief Impact Officer's calendar, meetings, and priorities as needed.
  • Coordinate internal and external meetings, including preparing agendas, materials, and follow-up action items as needed.
  • Schedule donor meetings, corporate partner meetings, speaking engagements, and tours of the Foster Care Community Center.
  • Assist with travel arrangements and meeting logistics as needed.
  • Help ensure the Chief Impact Officer is prepared for meetings, presentations, and speaking engagements.
• Donor Stewardship & Development Support
  • Coordinate donor stewardship efforts, including thank-you letters, handwritten notes, gifts, and follow-up communication.
  • Help create exceptional experiences for donors, volunteers, and community partners.
  • Maintain donor and partnership records within Neon CRM.
  • Track stewardship touchpoints and help ensure no important follow-up is missed.
  • Assist with identifying and researching prospective partners.
  • Assist with grant reporting, impact reports, and donor communications as assigned.
• Partnership & Project Coordination
  • Coordinate communication with corporate and community partners.
  • Help ensure partnership commitments and sponsorship benefits are fulfilled accurately and on time.
  • Track project timelines, action items, and deadlines.
  • Follow up with team members to ensure deliverables are completed.
  • Help facilitate communication across departments so projects move forward efficiently.
  • Track related project budgets and manage receipts/expense reports.
• Event Planning & Execution
  • Support the planning and execution of fundraising events, donor gatherings, volunteer experiences, and organizational events by assisting with:
  • Sponsorship outreach, tracking, and fulfillment
  • Vendor communication and coordination
  • Event logistics and timelines
  • Ordering supplies and materials
  • Guest registration and preparation
  • Event setup and day-of execution
  • Post-event stewardship and follow-up
• Executive Reporting & Administrative Support
  • Assist in preparing reports, presentations, and materials for the CEO and Executive Team as needed.
  • Gather information and coordinate updates across departments.
  • Help improve processes that create greater efficiency across the organization.

What Success Looks Like

The ideal candidate creates capacity for the leadership team by ensuring details are handled with excellence. Success in this role means:

• Donors, partners, and colleagues feel genuinely cared for and well supported.
• Meetings are thoughtfully prepared, well organized, and executed effectively.
• Projects remain organized, priorities are clear, and work moves forward on schedule.
• Leadership has confidence that commitments are being tracked, communicated, and completed.
• Events run smoothly because preparation begins well before guests arrive.
• Small details are anticipated early so they do not become larger problems.
• Work is approached with urgency, responsiveness, and sound judgment in a fast-paced environment.
• Changing priorities and unexpected needs are handled with flexibility and calm.
• Challenges are addressed quickly, thoughtfully, and without unnecessary escalation.
• Direct feedback is welcomed, implemented promptly, and used to improve performance.
• High standards are maintained across every detail, with pride taken in producing excellent work.
• Corners are not cut, and “good enough” is not the standard.
• Needs are anticipated, next steps are considered in advance, and problems are solved proactively.
• Ownership and initiative are demonstrated without waiting for direction.
• Commitments are followed through, and others can rely on the work being completed.
• Opportunities are consistently identified to improve processes, create efficiencies, and strengthen the work of the entire team.

Knowledge, Skills, and Abilities Required

You're someone who…

• Notices the details others miss.
• Naturally takes initiative without waiting to be asked.
• Loves creating exceptional experiences for others.
• Is dependable, organized, and resourceful.
• Communicates with warmth, professionalism, and confidence.
• Enjoys solving problems and finding better ways to do things.
• Can juggle multiple priorities without losing sight of the details.
• Values humility, teamwork, and continuous learning.
• Takes pride in doing excellent work – even when no one is watching.

Qualifications

• 2+ years of experience in an administrative, executive support, nonprofit, development, or project coordination role preferred.
• Exceptional organizational skills and attention to detail.
• Strong written and verbal communication skills.
• Ability to manage multiple priorities with professionalism and discretion.
• Proficiency with Microsoft Office and Google Workspace.
• Experience with CRM software is a plus.
• Event planning or fundraising experience is a plus.

Above all, you're someone who believes relationships matter. You understand that behind every meeting, event, donor, volunteer, and partner is an opportunity to help strengthen the mission of Austin Angels. You don't just complete tasks – you help create meaningful experiences that allow children, youth, and families experiencing foster care to be seen, supported, and surrounded by a caring community.

Other Duties as Assigned

This job description is intended to provide an overview of the primary responsibilities of this role and is not all-inclusive. While we strive to plan ahead, new opportunities, evolving priorities, and one-time projects may arise that require flexibility. Adaptability is key to success in this role.

Work Location

• Must be willing to work 4 days per work week minimum from our office in Buda, TX.
• Occasional evening and weekend availability required.
• Willingness to travel occasionally (light travel).

Requirements

• Personal car, valid driver license, insurance.
• Ability to pass background checks.