Executive Assistant, Development

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Full Time Brooklyn, NY, US

Salary Range: $75,000.00 To $85,000.00 Annually

ABOUT CITY HARVEST:

City Harvest is New York’s first and largest food rescue organization and a fast-paced, high-performing nonprofit dedicated to helping feed millions of New Yorkers who struggle to put meals on their tables. During our more than 40 years serving New Yorkers in need, we have rescued more than one billion pounds of fresh, nutritious food and delivered it free of charge to hundreds of food pantries, soup kitchens, community partners, and our own Mobile Markets across the five boroughs.

This year, we will rescue and distribute more than 100 million pounds of nutritious food to our neighbors in need. City Harvest works alongside our community partners to boost community capacity, expand nutrition education, and strengthen local food systems. Since our founding in 1982, City Harvest has always been there to feed our city one day, one meal, and one New Yorker at a time while fostering a culture of collaboration, innovation, accountability, and excellence to maximize our impact across New York City.

JOB OVERVIEW:

Reporting to the Chief Development Officer (CDO), the Executive Assistant, Development serves as a strategic administrative partner responsible for maximizing the effectiveness of Development leadership and supporting the operational success of the department.

The Executive Assistant provides comprehensive executive support to the Chief Development Officer, administrative support to the Vice President, Development, and coordination support for activities that advance fundraising productivity and departmental effectiveness. This role requires exceptional organization, discretion, project coordination, attention to detail, and the ability to manage multiple priorities in a fast-paced environment.

The primary focus of this position is supporting the Chief Development Officer and enabling Development leadership and frontline fundraisers to devote more time to donor engagement, relationship management, and revenue-generating activities.

Priority Framework

Success in this role is measured by the following priorities:

• Executive support to the Chief Development Officer
• Development department operations and administration
• Strategic projects and special initiatives

What a Typical Day Might Look Like:

Executive Support (Primary Responsibility)

• Provide comprehensive executive support to the Chief Development Officer, managing a complex calendar, scheduling meetings, coordinating travel, preparing expense reports, and ensuring alignment of priorities.
• Anticipate the needs of the Chief Development Officer by proactively managing schedules, preparing meeting materials, tracking commitments, and ensuring timely follow-up on action items.
• Prepare agendas, briefing materials, presentations, reports, and correspondence for executive meetings and external engagements.
• Serve as a liaison between the Chief Development Officer and internal and external stakeholders, exercising professionalism, discretion, and sound judgment.
• Coordinate leadership meetings and department-wide meetings, including scheduling, logistics, materials preparation, and follow-up.
• Support the Board Development Committee, including scheduling meetings, preparing materials, maintaining records, coordinating logistics, and tracking follow-up actions.
• Support the Chief Development Officer's portfolio of major and principal donor relationships through scheduling, briefing preparation, donor tracking, stewardship coordination, and meeting follow-up.
• Coordinate donor engagement activities, including meetings, cultivation events, stewardship opportunities, and special donor communications.
• Assist with fundraising reporting, portfolio reviews, prospect tracking, and pipeline management activities.
• Partner with Development Operations to maintain accurate donor records, CRM updates, action tracking, and fundraising reports.
• Support acknowledgment, stewardship, and donor communication processes to ensure timely and consistent donor engagement.
• Provide targeted administrative support that increases fundraiser productivity and allows frontline fundraisers to focus on donor-facing activities.

Department Operations

• Support the Vice President, Development with scheduling, expense reporting, administrative coordination, and…