Job Overview

Our client is seeking a smart, resourceful, highly organized, and proactive Executive Assistant to Director of Development to provide high-level administrative, operational, and project support.

This role will serve as a trusted right-hand partner, helping keep priorities, projects, communications, and follow-ups moving across fundraising, donor relations, alumni engagement, events, and day-to-day operations.

This is not a traditional task-based administrative role. The ideal candidate is someone who takes ownership, anticipates needs, identifies gaps, and proactively handles tasks and follow-ups without waiting for detailed instructions.

The successful candidate will be comfortable working in a fast-paced environment, managing multiple priorities, communicating professionally with stakeholders, and using AI and technology to improve productivity and workflows.

Schedule: Monday - Friday, 08:00 AM - 05:00 PM PST, with 1 hour unpaid break (40 work hours per week)

Responsibilities:

Executive and Administrative Support

• Manage calendars, meetings, scheduling, reminders, and follow-up activities
• Coordinate meeting logistics and prepare relevant materials as needed
• Track priorities, deadlines, action items, and outstanding follow-ups
• Help ensure important tasks and commitments do not fall through the cracks
• Provide proactive administrative and operational support to the Director of Development
• Anticipate needs and identify opportunities to improve organization and efficiency

Donor and Stakeholder Relations

• Support outreach and communication with donors, alumni, community members, and other stakeholders
• Maintain accurate and up-to-date donor and contact information
• Conduct research on prospective and existing donors when required
• Prepare donor reports, correspondence, invoices, and supporting materials
• Assist with donor stewardship and relationship management activities
• Support fundraising campaigns, outreach initiatives, and special projects

CRM and Data Management

• Maintain and manage donor, contact, and activity information within CRM platforms
• Use GoHighLevel and other relevant systems to organize records, communications, and workflows
• Create and maintain Excel and Google Sheets spreadsheets, lists, trackers, and reports
• Ensure data is accurate, organized, and accessible
• Assist with reporting and the preparation of donor and operational insights

Events and Project Coordination

• Support the planning and coordination of donor, alumni, and community events
• Track event-related tasks, timelines, vendors, communications, and follow-ups
• Assist with special projects from planning through completion
• Coordinate moving pieces across multiple stakeholders and priorities
• Help identify potential issues or outstanding requirements before they become problems

Content and Presentation Materials

• Create polished flyers, PDFs, presentations, reports, and donor-facing materials
• Prepare professional documents and correspondence for meetings, campaigns, and events
• Support the development and organization of fundraising and stakeholder materials
• Use tools such as Canva and similar platforms when appropriate

AI and Workflow Improvement

• Use AI tools such as ChatGPT, Claude, Gemini, and similar platforms to support research, brainstorming, organization, and productivity
• Identify opportunities to use technology and automation to improve workflows
• Experiment responsibly with AI and other tools to make processes faster and more effective
• Review, validate, and refine AI-generated work before use
• Apply independent judgment rather than relying on AI to make decisions or replace critical thinking

Requirements

• Proven experience in an Executive Assistant, Administrative Assistant, Project Coordinator, Operations Assistant, or similar role
• Strong organizational, prioritization, and time-management skills
• Ability to manage multiple priorities in a fast-moving environment
• Strong professional judgment, discretion, and ability to handle confidential information
• Proficiency in Microsoft Excel and/or Google Sheets
• Comfort learning and working with CRM systems and digital tools
• Ability to take initiative and identify what needs to be done without waiting for detailed instructions

Preferred Skills

• Experience supporting fundraising, donor relations, development, nonprofit, education, alumni relations, or community engagement activities
• Experience using GoHighLevel or similar CRM platforms
• Experience coordinating events or stakeholder communications
• Experience creating presentations, PDFs, flyers, or other professional materials
• Familiarity with Canva, Lovable, or similar digital platforms
• Strong AI literacy and experience using AI tools as productivity and research tools

Independent Contractor Perks

• Permanent work from home
• Immediate hiring
• Health Insurance Coverage

Note

Please click the "Apply" button to complete your application, including the assessment questions, technical check, and voice recording. Your hourly pay rate will be established based on your performance in the application process; submissions with all requirements fulfilled will receive priority review.