Executive Assistant

Summary

The Executive Assistant supports the Development Director and team in all fundraising activities, including all levels of donor/membership relations and individual donor programs, foundation/corporate record-keeping, Trustee relations, event planning, and database management. This role requires strong communication and organizational skills and the ability to work on multiple projects simultaneously.

The Executive Assistant plays a critical role in our fundraising efforts, supporting various development activities and helping to advance our mission. This role is essential in ensuring the sustainability and growth of our organization's programs and initiatives.

WHAT YOU’LL DO:

Donor Relations

• Maintain Donor Database:

• Ensure donor information is accurate and up-to-date. Use database software to track contributions and manage donor interactions.
• Conduct monthly de-duplication process on donor records and identify critical issues in the database for consideration and action by the development office.

• Donor Communication:

• Refresh thank-you letters, newsletters, and other communications to current and prospective donors.
• Membership Renewals: Every month, prepare renewals for all membership levels, working closely with the Annual Fund Manager concerning any revisions or changes to the renewal process.

• Donor Stewardship:

• Implement stewardship strategies as assigned to retain and engage donors, ensuring they feel valued and connected to our mission.

Gift & Acknowledgement Processing:

• Responsible for daily gift processing from all sources, including online, on-site events or collections, in-person, and US postal service.
• Record gifts, pledges made, and pledge payments in the donor database according to donor/fund designation.
• Generate all gift acknowledgments, ensuring a 48-hour turnaround between receiving the gift and mailing out the acknowledgment.
• Assign correct codes to all gifts according to donor and organizational designation for database entry.
• Maintain an ongoing list for 1766 Society (Planned Gifts designated and fulfilled).
• Maintain the record-keeping system for donor-advised funds to identify donors and advisors.

Reporting and Analysis

• Generate Reports: Create and distribute reports on database activity, data quality issues, and other relevant metrics as requested by development officers.
• Data Analysis: Learn and use “best practice metrics” to analyze data trends and provide insights to support development strategies.

User Support

• Technical Assistance: Provide technical support and training to staff members to help them use the database system effectively.
• Problem Resolution: Troubleshoot and resolve any database-related issues that may arise, ensuring minimal disruption to operations.

Administrative Support

• Record Keeping: Maintain accurate records of all development activities, including updating the annual development calendar, donor interactions, event details, and grant submissions.

• Develop/maintain a Systems Operating Procedure (SOP) document for Development, outlining the department's essential procedures and protocols (related primarily to database maintenance & health and member/donor gift management).

Special Event Support

• Support & Execute Events:

Assist in planning, coordinating, and executing fundraising events, including managing logistics, database analysis/pulls, invitations, and follow-up communications.

• Volunteer Coordination:

Assist in recruiting, training, and managing event volunteers to ensure successful event execution.

BOARD RELATIONS

• Meeting Coordination:

Schedule and coordinate Development Committee and Board of Trustees meetings, including preparing agendas and taking minutes.

• • Work with the Chair and other board members to determine convenient dates and times.
  • Schedule meetings using organizational calendaring tools.
  • Book meeting rooms or set up virtual meeting platforms as needed.
• Prepare and Distribute Meeting Agendas
• • Coordinate with the Chair and relevant committees to develop the agenda.
  • Ensure all relevant documents and reports are attached to the agenda.
  • Disseminate the finalized agenda at least one week before the meeting.

Documentation and Record-Keeping

• Take and Distribute Minutes
• • Attend quarterly board meetings and accurately record minutes.
  • Distribute draft minutes to the Chair for initial review.
  • Circulate approved minutes to all board members and archive them appropriately.
• Maintain Board Records
• • Ensure all board-related documents are systematically filed and easily accessible.
  • Keep updated records of board actions and decisions, including policies and resolutions.
  • Manage board member contact information and terms of service.

Communication

• Serve as the Point of Contact
• • Act as a liaison between board members and organizational staff.
  • Address inquiries from board members promptly and efficiently.
  • Facilitate the distribution of information requested by board members from staff.

Assist with Board Development

• Onboard New Board Members
• • Prepare onboarding materials, including policy manuals, orientation guides, and relevant documents.
  • Coordinate orientation sessions and introduce new members to key staff and processes.
  • Ensure new members are added to all communication channels and provided access to necessary resources.

WHAT YOU NEED:

Education:

A bachelor’s degree in a related field (e.g., non-profit management, communications, marketing) is preferred.

Experience:

At least 1-2 years of experience in a development or fundraising executive assistant or administrative support role, preferably in a non-profit setting.

SKILLS AND KNOWLEDGE

• Skills:
• • Excellent written and verbal communication skills.
  • Strong organizational and time management abilities.
  • Proficiency in Microsoft Office Suite and donor management software (e.g., Altru, Raiser’s Edge, NXT, and DonorPerfect).
  • Ability to work independently and as part of a team.
  • Attention to detail and accuracy.
  • Creative problem-solving skills.
  • Requires the kind of teamwork, supervision, and personal interaction that cannot be had in a home office situation; therefore, regular and predictable on-site attendance is a job requirement.

• Personal Attributes:
• • Commitment to the organization's mission and values.
  • Professionalism and integrity.
  • Flexibility to adapt to changing priorities and needs.
  • Positive attitude and enthusiasm.

ESSENTIAL PHYSICAL FUNCTIONS

While performing the duties of this Job, the employee is regularly required to climb stairs, sit, use hands to handle or feel, and talk or hear. The employee is frequently required to reach with hands and arms. The employee is occasionally required to stand, walk, stoop, kneel, and crouch. The employee must often lift and move up to 10 pounds and occasionally lift and 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—extended periods of work done at a computer workstation, viewing a computer monitor. The noise level in the work environment is usually moderate. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

DIRECT REPORTS

LANGUAGE SKILLS

Multilingual abilities are a plus.

Total Rewards:

• Healthcare (Medical, Dental and Vision) and Company Paid Life Insurance Benefits after just 30 days
  
• Flexible Spending Account for dependent care expenses
• Employee Assistant Program offering confidential support and resources
• Generous Paid Time Off for work-life balance
  
• 8 Paid Holidays to enjoy time off with loved ones
  
• 403(b) Retirement Plan with a 6% matching after 6 months
  
• Company paid Short-Term Disability
• Company pad Long-Term Disability
• Discounted Items at Retail Spaces and comp Old Salem tickets

Old Salem, Inc. is an Equal Opportunity/ Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to age, race, color, religion, sex, sexual orientation, gender identity, national origin, protected veteran status, disability status, or any other characteristic protected by applicable law. Only applicants requiring reasonable accommodation for any part of the application and hiring process should contact us directly via email at hr@oldsalem.org.