Executive Assistant

Executive Assistant

We are seeking a highly organized, proactive, and relational Executive Assistant to provide administrative support to the CEO and coordination support to Major Gift Officers.

This role serves as a key connector between the CEO, Major Gift Officers (MGO's), major donors, volunteers, and community partners. Responsibilities include managing the CEO's schedule, preparing materials, coordinating meetings and events, maintaining donor communications, and supporting major donor cultivation and stewardship.

The ideal candidate is a strong communicator, detail-oriented problem-solver, and collaborative professional who exercises sound judgment, discretion, and high professionalism in a mission-driven environment.

General

Duties and Responsibilities:

• Provide high-level administrative support to the Chief Executive Officer (CEO).
• Ensure timely and professional responses to all phone, email, and in-person inquiries.
• Draft correspondence and other written materials for internal and external distribution
• Manage CEO's complex calendar for meetings, appointments, and scheduling priorities.
• Manage CEO email, organization, and necessary follow-up.
• Prepare events, travel, and lodging arrangements for the CEO.
• Track CEO key projects, commitments, and action items to ensure follow-through.
• Work in tandem with other assistants on all related matters
• Maintain strict confidentiality.

Major Donor Relations Support:

• Using our donor management systems (CRM), prepare donor meeting briefings for the CEO and MGO's, including donor backgrounds, interests, giving history, and relationship opportunities.
• With the Sr. Director of Development, plan and facilitate the Major Donor Portfolio weekly meeting
• With the development team, collaborate on donor meetings, tours, lunches, and cultivation events.
• Support off-site donor meetings and functions.
• Using the CRM, track donor interactions, next steps, and stewardship activities.
• Draft donor correspondence, thank-you letters, and follow-up communications.
• Maintain accurate major donor records within CRM
• With the CRM, generate reports, prospect lists, and donor preparation materials.

Skills and

Qualifications:

• Strong alignment with Acres of Diamonds mission and values.
• Exceptional organizational and project management skills.
• Strong written and verbal communication abilities.
• High level of professionalism, discretion, and emotional intelligence.
• Ability to manage multiple priorities and maintain confidentiality.
• Strong customer service and relationship-building skills.
• Competency with Microsoft Office, Outlook, Teams, Word, Excel, and donor database systems.

Requirements:

• Minimum three years of administrative, executive support, development, or project coordination experience.
• Associate's or Bachelor's degree preferred.
• Experience supporting senior leaders or fundraising teams preferred.
• Valid driver's license, automobile insurance, and reliable transportation.
• Ability to pass a background check.
• Ability to maintain strict confidentiality regarding donor and organizational information.