Executive Assistant and Special Projects Coordinator for Advancement

Job Title: Executive Assistant and Special Projects Coordinator for Advancement
Department: Advancement
Reports To: Vice President for Advancement
FLSA Status: Exempt
Salary Range: $55,000 - $65,000
Year: 2025

Overview
Reporting to the Vice President for Advancement, the Executive Assistant and Special Projects Coordinator for Advancement provides executive-level support to the Advancement Leadership Team. The Executive Assistant and Special Projects Coordinator for Advancement serves as the primary point of contact, and central source of Advancement information, for internal and external constituencies. The Executive Assistant and Special Projects Coordinator for Advancement must be creative and enjoy working within a non-profit environment that is mission-driven, results-focused, and community oriented. The ideal individual will have the ability to exercise good judgment in a variety of situations, with outstanding written and verbal communication skills, excellent administrative and organizational skills, and the ability to maintain a realistic balance among multiple priorities. The Executive Assistant and Special Projects Coordinator for Advancement will have the ability to work independently on projects, from conception to completion, and must be able to work under pressure at times to handle a wide variety of activities and confidential matters with discretion.

Essential Job Functions / Executive Support

Administrative Support

• • Completes a broad variety of administrative tasks for the Vice President for Advancement, Director of Individual Philanthropy, Director of Corporate and Foundation Relations, and Director of Member and Donor Experiences, including: scheduling meetings; completing expense reports; composing and preparing correspondence that is sometimes confidential; arranging complex and detailed travel plans, itineraries, and agendas; placing phone calls; handling all incoming/outgoing mail; and processing documents for signature/approval.
• Serves as administrative support for all Advancement meetings, including but not limited to, the Advancement Liaison program, Philanthropy Officer and Donor Strategy meetings, and team meetings. This includes preparing reports and producing agendas in conjunction with key team members.
• Serves as the administrative liaison to the Advancement Committee of the Board of Trustees. Provides meticulous project management by:
  • Managing key deliverables to keep committee work on track and on time.
  • Calendaring meetings in conjunction with key stakeholders.
  • Assisting in the preparation of materials for meetings.
  • Building and managing committee work on OnBoard.
  • Recording, transcribing and circulating minutes.
  • Maintaining committee records.
• Prioritizes conflicting needs; handles matters expeditiously, proactively, and follows-through on projects to successful completion, often with deadline pressures.
• Communicates directly, and on behalf of department leadership with all internal and external individuals including: the public, employees, donors, Boards, visitors, callers, etc.
• Provides a bridge for smooth communication with internal departments; demonstrating leadership to maintain credibility, trust, and support with senior management staff.
• Works closely and effectively with the Advancement Leadership Team to keep them well informed of upcoming commitments and responsibilities and following up appropriately. Acts as a "barometer," having a sense for the issues taking place in the environment and keeping them updated.
• Responsible for scheduling, managing, and maintaining the Vice President for Advancement’s calendar, including approving and prioritizing all meetings, resolving conflicts, proactively scheduling important meetings with internal and external individuals, and RSVPs in response to all incoming invitations.
• Fully coordinates meetings as needed.
• Handles all reimbursements, purchase orders, and check requests on behalf of Advancement.
• Helps to facilitate the procurement and contract process for all Advancement team members.
• Maintains files and other records and documents.
• Proactively anticipates the needs of team members, donors, and colleagues.

Donor Cultivation and Stewardship

• Manage donor correspondence and follow-up for donors in the Vice President for Advancement and President’s portfolios, including developing relationships with donors. Provide excellent service and help to develop creative, proactively thoughtful touches to communicate impact.
• Assist with donor briefing development and conduct prospect research as needed.
• Plan and execute engaging and meaningful events and experiences related to donor cultivation and stewardship.
• Plan and execute “friend-raising” events to engage Board of Trustees and Board of Governors networks.
• Assist with the development of Gift Agreements, MOU’s, and other gift documentation.
• Staff the “Donor Concierge Line” when needed.

Special Projects

• Manage and maintain Funding Priorities list and case materials. This consists of gathering information about all potential funding opportunities from departments throughout Newfields; working with the Executive Team to prioritize them; working with Marketing to format and present them; and helping to build out the case for support.
• Monitor the needs for specific case materials and “one sheeters” and help to develop them when necessary.
• Assist with proposal and report development.
• Develop and maintain the Advancement Page on Newfields Connect to communicate news, opportunities, and provide education about Advancement activities for Newfields staff.
  
  
  Other duties may be assigned. To perform the job successfully, an individual must be able to perform each essential function satisfactorily. The requirements listed are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
  
  
  Education and Experience 
  • Bachelor’s degree preferred.
  • Strong work tenure: 5 to 10 years of experience supporting executives, preferably in a non-profit organization, or equivalent.
  • Highly proficient in Microsoft Office (Outlook, Word, Excel, and PowerPoint), Adobe Acrobat.
  • Experience working with donors and Board members a plus.
  • Experience with Raiser’s Edge a plus.
  
  
  Qualifications
  • Must be able to maintain absolute confidentiality, be adaptable to various competing demands, and demonstrate the highest level of guest/member service and response.
  • Must be polished and maintain a professional demeanor.
  • Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail.
  • Very strong interpersonal skills and the ability to build relationships with stakeholders, including staff, board members, external partners and donors.
  • Expert level written and verbal communication skills.
  • Demonstrated proactive approaches to problem-solving with strong decision-making capability.
  • Highly resourceful team player, with the ability to be extremely effective independently.
  • Forward-looking thinker, who actively seeks opportunities and proposes solutions.
  • Ability to multitask and prioritize.
  
  
  Physical Demands of Work Environment
  The physical demands and work environment characteristics described here are representative of those that must be met by an employee to successfully perform the essential functions of the job. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.
  
  ● Physical demands: While performing the duties of this job, the employee is occasionally required to stand; walk; sit; use hands to finger, handle, or feel objects, tools or controls; reach with hands and arms; climb stairs; balance; stoop, kneel, crouch or crawl; talk or hear; taste or smell. The employee must occasionally lift and/or move up to 25 pounds.  Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus.
  
  ● Work environment: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of the position. The noise level in the work environment is usually moderate. The office layout is a combination of private offices and cubicles, with windows along the outer walls.

Salary : $55,000 - $65,000