Executive Assistant

Location:

San Francisco, CA, US. This is a hybrid role requiring a few days per week of regular in-person attendance at the office. Event-based travel required as needed.

Schedule:

Full-Time | Monday–Friday | 9:00am–6:00pm

The Internet Archive is a non-profit library, headquartered in San Francisco, with an ambitious mission: to provide universal access to all knowledge—the books, web pages, audio, television and software of our shared human culture. Our 90 engineers, archivists, librarians, and team members have built one of the top 300 websites in the world, (Use the "Apply for this Job" box below). The Internet Archive digitizes thousands of books a day and collects a hundred million web pages a week.

In its 25+ years, it has built one of the largest digital libraries in the world by working with hundreds of national and international libraries, archives, museums, universities, and non-profits.

About the Role

We are seeking a highly organized and proactive Executive Assistant – Philanthropy to support the Director of Philanthropy and serve as a key member of the Philanthropy team. This role is ideal for someone who thrives in a fast-paced, mission-driven environment and enjoys managing multiple priorities while supporting donor engagement and fundraising efforts.

The Executive Assistant plays a central role in donor communications, meeting and calendar coordination, campaign and event support, and preparation of fundraising and advisory materials. This role requires strong attention to detail, excellent communication skills, and the ability to manage workflows independently while collaborating across teams.

Key Responsibilities

Administrative & Executive Support

• Manage and maintain donor and prospect information in fundraising databases to ensure accuracy and completeness.
• Prepare, proofread, and coordinate correspondence, reports, and fundraising materials.
• Coordinate meetings, including scheduling, preparing agendas, materials, and follow-up communications.
• Prepare spreadsheets, presentations, timelines, funding documents, and correspondence for meetings and outreach efforts.
• Manage a complex and active calendar and ensure meeting preparation and follow-through.
• Support coordination and preparation for donor meetings and outreach activities.

Donor Relations Support

• Assist with donor recognition efforts, including thank-you letters, acknowledgments, reports, and webinars.
• Ensure timely communication and follow-up related to donor outreach and meetings.
• Track and manage workflows and project timelines across philanthropic initiatives.

Event Coordination

• Support logistics and planning for fundraising events, including guest coordination and event materials.
• Assist with on-site or virtual event preparation and execution.

Fundraising Campaign Support

• Assist with planning and implementation of fundraising campaigns and initiatives, including Go Fund Me  campaigns.
• Track and report campaign progress and donor engagement metrics.
• Manage daily communications and donor inquiries via Zendesk or similar platforms.

Research & Reporting

• Conduct research on grant opportunities, philanthropic foundations, and funding trends.
• Assist in preparing presentations and reports for internal and external stakeholders.

General Responsibilities

• Participate in organizational programs and events to contribute to a positive culture.
• Collaborate effectively with colleagues across teams.
• Incorporate feedback and continuously improve processes and performance.
• Perform additional duties as assigned.

Qualifications & Competencies

Mission Alignment

• Commitment to expanding access to knowledge and supporting mission-driven work.
• Passion for philanthropy and continuous learning.

Communication Skills

• Exceptional written and verbal communication skills.
• Ability to convey information clearly and professionally.

Interpersonal Skills

• Collaborative and adaptable in a dynamic, non-traditional work environment.
• Strong relationship-building skills.

Organizational Skills

• Exceptional attention to detail and ability to manage multiple priorities.
• Strong project and calendar management skills.
• Ability to meet deadlines in a fast-paced environment.

Technical Skills

• Proficiency with Google Workspace and…