Executive Assistant, Development

Description

Job title:

Executive Assistant, Development and Events

Location:

New York, NY

FLSA Status:
Full Time, Non-Exempt (overtime-eligible)

Classification:
Administrative Support

Compensation: $62,000 - $68,000 per year (hourly, non-exempt) based on a 35-hour workweek. This role is expected to work 40+ hours per week, with overtime at 1.5x paid for all hours beyond 40. With projected overtime, total first year earnings are estimated to range from $71,000 - $78,000. Actual compensation will depend on hours worked.

Department:
Development

Reports to:

Senior Director of Development and Events at Catholic Charities of the Archdiocese of New York (CCNY)

Supervisory Responsibilities:

No direct reports; however, this role coordinates closely with the Senior Director's team of 4 direct reports, expected to grow to 5-7, and supports the flow of their work.

Position Summary:

The Executive Assistant (EA) provides high-level administrative and strategic support to the head of Development enabling them to focus on development strategy, fundraising, and stakeholder engagement. The EA will be the Senior Director’s primary operational partner, managing communications, scheduling and coordination with internal teams and external partners in addition to project support. The Senior Director leads Development and Events, including a calendar of 15 to 20 events per year and a portfolio of the organization’s most significant donors.

This position keeps that work organized and moving managing the Senior Director's time, preparing for donor meetings, and carrying administrative responsibility across the event calendar. The role also involves coordinating with the Senior Director's team of direct reports (currently four, growing to five to seven) to keep their work aligned and moving. The role requires discretion, sound judgment, and confidence working with donors, Board members, event chairs, clergy, and vendors.

• Act as primary point of contact for the Senior Director, managing internal and external communications, including email correspondence, development and events team, and stakeholder updates.
• Management of Senior Director's calendar, resolving competing demands and protecting time for internal and external meetings.
• Prepare briefing materials for donor and Board meetings.
• Draft and edit correspondence, agendas, and presentations for the Senior Director's review.
• Arrange travel and prepare itineraries for meetings and events across the New York region.
• Process expense reports, invoices, and contracts, and resolve questions with Finance.
• Screen incoming requests, prioritizing and redirecting them as appropriate.
• Maintain organized files, including confidential donor records.

• Schedule cultivation and solicitation meetings, record contact reports in Raiser's Edge, and track next steps.
• Coordinate acknowledgment and stewardship correspondence, including acknowledgment letters, proposals, pledge reminders, and recognition materials.
• Serve as a professional first point of contact for donors, Board members, event chairs, and honorees.
• Prepare materials for Board and committee meetings, including agendas and revenue reports.
• Ability to handle confidential donor and financial information with discretion.

• Support the annual event calendar, including The Archbishop’s Christmas Luncheon, the Annual Catholic Charities Gala, The Archbishop’s Open and St. Francis Reception.
• Maintain event timelines, task trackers, run-of-show documents, and staffing assignments.
• Track sponsorship and ticket commitments, payments, benefit fulfillment, seating, and guest lists.
• Coordinate with vendors, venues, printers, and mail houses on schedules, orders, and…