Executive Assistant

Our employer, founded in 1971, has an extensive history of addressing and meeting the needs of youth and families across the county. As the largest nonprofit youth development organization in Palm Beach County, they deliver comprehensive out-of-school-time programming at 20 freestanding and school-based Club sites throughout the county, serving over 9,500 children and teens annually. What began as a single Clubhouse has grown into a network that now comprises seven (7) freestanding Clubs and 13 school-based sites serving elementary, middle, and high Club members.

The Executive Administrative Assistant provides critical executive-level support to the Chief Philanthropy Officer, primarily focusing on cultivating and stewarding relationships with key donors, fund holders, and community stakeholders. This role is essential in ensuring the seamless operation of the Philanthropic office during a period of extraordinary growth. This position will be instrumental in managing the CPO's time effectively and serves as a key partner with departments across the organization.

• Provide comprehensive executive support to the CPO, including strategic calendar management, travel arrangements, and expense reports.
• Prepare materials, including agendas, presentations, and meeting room setups.
• Coordinate and manage high-profile appointments, ensuring seamless logistics and thorough preparation.
• Anticipate and proactively address the needs of the Philanthropic team, such as weekly meeting agendas and printouts.
• Ensure the CPO remains responsive to critical stakeholders by prioritizing communications and follow-up items.
• Help the CPO navigate competing priorities during this period of explosive team growth.

• Provide high-level administrative and logistical support to the CPO for Philanthropy and the Philanthropic Team, coordinating and organizing relationships with the top 50 donors/prospective donors.
• Help coordinate donor engagement activities, including thank you letters, proposals, confirming meetings, events, and correspondence.
• Ensure timely and appropriate responses to donor inquiries and requests.
• Support the CPO in maintaining strong relationships with donors through proactive communication.

• As they expand, provide support to the Chair of the Philanthropy Committee, including preparation of meeting materials and ensuring appropriate and timely follow-up.
• Prepare materials, including agendas, presentations, and room setups, for meetings.
• Help coordinate annual meeting timelines and communication, including confirming meetings, events, and correspondence.
• Collaborate with the donor relations team on thank-you gifts, birthday cards, and thank-you letters.
• Ensure all committee members receive materials and information in a timely manner.
• Track and follow up on action items from committee and council meetings.
• Partner effectively with departments across the organization to ensure the CPO is getting reports done in timely manner.
• Serve as a liaison between the CPO and other departments to ensure alignment on donor-related activities.
• Help identify opportunities to strengthen interdepartmental workflows to address current vulnerabilities.

• Must currently reside in the West Palm Beach metro area
• Successful track record over a minimum of five years in project management and executive support.
• Experience in philanthropy, foundation work, or nonprofit sector preferred.
• Strong organizational skills and demonstrated ability to manage competing priorities.

• Excellent computer skills, including Excel, PowerPoint, and Adobe.
• Experience with donor management or CRM systems a plus.
• Demonstrated ability to work both independently and in a team environment.
• Exceptional interpersonal, oral, and written communication skills.
• Detail-oriented with a strategic mindset and ability to anticipate needs.
• Critical thinking, problem-solving, and adaptability in a growing environment.
• Ability to multitask and organize competing timelines while maintaining accuracy.
• Professional discretion and ability to handle confidential information.