Executive Administrator

The Executive Administrator provides high-level administrative and operational support to the Executive Director. This role coordinates fundraising campaigns, donor development, and database management while overseeing marketing efforts, including event promotion, content creation, and social media management. Additionally, the role manages executive administrative support, operational and financial reporting on performance metrics to help drive development and strategic growth.

Benefits: This is a salaried/exempt position and may entail support outside a traditional work schedule/hour to accommodate mission delivery, community activities, weather, and fundraising.  This position is eligible for additional benefits as outlined in the EQUI-KIDS Employee Handbook.

Qualifications:

• Education & Experience: Bachelor’s degree in communication, nonprofit management, business, or related field preferred, with a minimum of 5-7 years of experience in executive administration and operational support
• Commitment to Mission: Must demonstrate a strong understanding of and dedication to the mission, values, and programs of EQUI-KIDS Therapeutic Riding Program
• Financial & Fundraising Expertise: Proven background in preparing presentations, fiscal planning, forecasting, budgets, operational reporting, and fundraising metrics
• Workstyle & Communication: Self-motivated, independent worker with strong teamwork skills. Must demonstrate timely and concise communication with leadership
• Flexibility: Able to work a flexible schedule, including occasional nights and weekends
• Confidentiality & Integrity: Able to maintain confidentiality of sensitive organizational information
• Technical & Administrative Skills: Strong proficiency in key platforms needed for donor management, fundraising, marketing, and operational efficiency such as: Microsoft Office 365, donor database (Salesforce preferred), Canva, Adobe, project management tools, and OneCause or Eventbrite
• Marketing & Outreach: Experience in all social media platforms- Meta Business Suite (Facebook & Instagram), email marketing (Constant Contact), and website CMS
• Relationship Management: Exceptional interpersonal skills to engage and cultivate relationships with donors, board members, and community stakeholders via in-person meetings, email, or social media
• Verbal & Written Communication: Excellent verbal and written communication; professional, confident, adaptable, and flexible in a busy work environment
• Problem-Solving & Organization: Exceptional problem-solving skills, ability to manage time effectively, work independently, and juggle multiple projects in a fast-paced setting
• Fundraising Knowledge: Understanding and experience in major gift fundraising and donor cultivation strategies
• Community Engagement: Must be persuasive in presenting EQUI-KIDS and its mission to government and community leaders, donors, and the public
• Public Speaking: Experience in public speaking, media development, and presentations preferred
• Equine & Special Needs Knowledge: Experience with equine, special needs communities, and/or veterans’ programs preferred, with knowledge of the benefits of equine-assisted services
• Diversity & Collaboration: Ability to work with diverse groups to create a professional and inclusive environment
• Continuous Learning: Willingness to further education through workshops, clinics, and seminars

Eligibility:

• Must be twenty-one (21) years of age or older
• A U.S. citizen, national, or legal permanent resident alien of the U.S.

Requirements:

• Must be physically able to operate a variety of machines and equipment including computers, office equipment, telephones, etc. Physical demands are essentially those of sedentary work. Tasks may require extended periods of time at a keyboard or workstation
• Standing, bending, using hands to handle, control, or feel objects, tools, or controls, repetitive movement, walking, working outdoors, lifting a minimum of 50 Lbs., working around horses/ large animals

Responsibilities:

Executive Assistant & Operational Support Duties

• Support the Executive Director in high-level decision-making, workflow management, strategic planning and handle all administrative tasks and special projects as assigned
• Formulate spreadsheets and presentation templates for budgets, forecasting, operational reporting, internal communications and fundraising metrics.
• In the absence of Executive Director, oversee continuity of office operations, ensuring smooth daily functioning of the organization
• Provide direct support to the Executive Director, including calendar management, correspondence, meeting, agenda and minute preparation

Development & Fundraising

• Assist in executing fundraising strategies, including donor outreach, individual giving, corporate sponsorships, and donor cultivation. Coordinate logistics for digital fundraising campaigns
• Provide support for donor stewardship efforts, including acknowledgment letters, database management, and relationship tracking, including timely and professional responses to donors and community partners
• Maintain the fundraising and donor database and tracking systems and implement a strategic engagement plan with current and potential community partners
• Compile, format and maintain donor records, distribute monthly donor reports, fundraising progress and engagement metrics to leadership and board review as to progress toward established EQUI-KIDS fundraising goals
• Support the annual fund program, including mailings, capital campaigns, Visonary Society and other fundraising drives
• Assist in reconciling fundraising revenue, donations, and event proceeds in collaboration with the Executive Director and Accounting Team
• Work collaboratively with the Executive Director and Grant Writer to identify, research, grant application and submission as requested
• Establish and maintain grant tracking systems, deadlines, and required documentation for reporting
• Work collaboratively with the Executive Director to analyze the fundraising revenue and expenses for the organization’s annual operating budget
• Ensure that EQUI-KIDS maintains an active and visible presence in the community with the goal of enhancing relationships, building awareness, and continuing support
• Stay updated on fundraising best practices and industry trends to provide informed support.

Marketing & Communication

• Create, implement and direct fundraising and donor engagement materials as directed to enhance the organization's brand; including press releases, newsletters, custom videos, voice over stories, public relations content and social media posts
• Work with Executive Director to develop, implement and maintain EQUI-KIDS fundraising, marketing and communication plans
• Collaborate with the Executive Director to create an Annual Impact Report and video
• Coordinate with the organization’s marketing firm to ensure timely execution of PR and media efforts
• Assist in scheduling and preparing presentations, donor tours, and community outreach activities
• Work closely with Executive Director to cultivate, ask, and steward charitable gifts in line with the mission of the organization and stay on top of fundraising trends
• Make public appearances and attend speaking engagements with Executive Director to share information about EQUI-KIDS with prospective donors and supporters
• Network and collaborate with other fundraising professionals to strengthen corporate, foundation, high wealth individual and commercial relationships
• Produce the monthly EQUI-KIDS newsletter that is reflective of our mission and programs
• Work to develop and produce periodic video newsletters which communicate current events and organizational priorities to donors, corporate supporters, volunteers, staff, Board/Advisory Members, vendors and other interested parties

Event & Sponsorship Coordination

• Provide logistical support for fundraising and community events, including sponsorship tracking, vendor coordination, event planning details and developing an operating budget
• Assist in securing in-kind donations and corporate sponsorships to support fundraising initiatives
• Maintain sponsorship records and prepare reports on engagement and impact.
• Nurture and maintain relationships with major vendors for fundraising events to ensure cost-effective, smooth, and successful event management

Other duties assigned includes, but not limited to help drive the mission, vision, and values of EQUI-KIDS:

• Uphold EQUI-KIDS policies and procedures and remain in compliance with all PATH Intl. Standards and Ethics
• Represent EQUI-KIDS in a professional manner, working to forward the mission
• Seek and participate in ongoing education opportunities to learn about industry trends and developments, current financial legislation, and company policies and procedures
• Communicate with all staff, volunteers, participants and/or their caregivers regularly and in a professional and courteous manner
• Report progress, successes, and challenges to your direct supervisor on a regular basis through one-on-one meetings, staff meetings and/or e-mail staff reports
• Respond to communication including e-mails, phone calls and in-person communication in a timely manner as dictated by the program need
• Participate at staff meetings and other special events such as trainings etc.
• Communicate with other staff and Board members as needed to assist in the overall operations of the organization
• Maintain professional standards of appearance, communication, and timeliness

Job Type: Full-time

Pay: $55,000.00 - $60,000.00 per year

Benefits:

• Dental insurance
• Flexible schedule
• Health insurance
• Paid time off
• Retirement plan

Schedule:

• 8 hour shift
• Monday to Friday
• Weekends as needed

Work Location: In person

Salary : $55,000 - $60,000