Virtual Nonprofit Executive Assistant

Independent Contractor | Remote | Minimum 20 Hours/Week

This is an independent contractor (1099) position. VaVa contractors are responsible for managing their own taxes, benefits, and business expenses.

VaVa Virtual Assistants is a remote company based out of Atlanta, Georgia, built on the belief that businesses thrive when they have the right support behind them. We connect clients across industries like nonprofit, legal, coaching, and finance with skilled virtual professionals who bring genuine expertise to the work. Our team may be distributed, but the culture is deeply connected through daily conversation, project collaboration, and regular all-company virtual gatherings.

We are looking for a skilled Executive Assistant with direct nonprofit experience who can own the client relationship and provide back-office support to nonprofit leaders. You will work with executive directors, founders, and boards, keeping donor records current and board meetings on schedule so leadership can focus on the mission. Self-motivation and professional discipline are essential, because clients will rely on you as part of their organization.

Beyond your client work, you will be part of a contractor community that genuinely invests in one another's success. Regular calls with clients and fellow contractors keep you connected to the broader VaVa team, and every interaction is an opportunity to reflect our mission, vision, and values.

Please review the requirements and qualifications below carefully, as they reflect what it truly takes to succeed in this role. We appreciate your interest in joining the team.

• Represent VaVa Virtual Assistants in a Positive & Professional Manner
• Demonstrate a strong work ethic and positive attitude with clients, board members, donors, volunteers, and partners.
• Ensure all communication reflects VaVa's standards of professionalism and care.
• Contribute to a thriving contractor culture by embracing VaVa's values.
• Take Ownership of Client Satisfaction
• Manage day-to-day account activities reliably, and learn the mission and funding realities behind each client's priorities.
• Anticipate client needs and communicate progress consistently so clients always know where things stand.
• Handle challenges independently without letting quality or client confidence slip.
• Track engagement hours and flag early when adjustments are needed to sustain service.

• Manage the client's inbox, calendar, and travel across time zones, including drafting responses, scheduling meetings, resolving conflicts, and handling itineraries and last-minute changes.
• Coordinate board and committee meetings, including scheduling, agendas, board packets, RSVPs, votes, and action item tracking.
• Support geographically dispersed boards with scheduling polls, rotating meeting times across time zones, automated reminders, and travel coordination for retreats and annual meetings.
• Attend virtual board and committee meetings to take and circulate minutes, and maintain governance records such as bylaws, conflict of interest disclosures, officer and term tracking, and the annual board calendar.
• Maintain donor and constituent records in the client's CRM, including data entry, deduplication, cleanup, and import and export mapping.
• Process gifts by issuing acknowledgments and tax receipts, sending thank-you outreach, following up with lapsed donors, monitoring recurring gifts, and matching online donations to CRM records.
• Set up online giving pages and donation forms under client direction, and prepare donor lists and segments for appeals.
• Support grant applications by tracking the funder calendar and requirements, researching funding opportunities, drafting and editing narratives under…