Executive Specialist (Part-Time)

Overview:

The Executive Specialist is a virtual, part-time (25 hours/week) position supporting the CEO, Managing Director of Advancement, and the Advancement Department. The role focuses on advancing the organization’s mission by supporting executive administration, donor stewardship, event coordination, and data management. Key qualities include proactivity, attention to detail, proficiency in Microsoft Outlook and Office Suite, and familiarity with Salesforce.

Key Responsibilities:

• Executive Administration (30%): manages the CEO’s schedule, inbox, and travel, drafts and proofreads correspondence and develops meeting preparation materials, coordinates major scheduling with internal and external constituents
• Donor Stewardship & Cultivation (25%): Supports the Advancement Team’s donor cultivation and stewardship strategies, including drafting fundraising-related correspondence and communications (outreach emails, grant proposals/reports, thank you letters, etc.), tracks moves management for the CEO and Managing Director, and researches prospective donors and partners.
• Event & Meeting Coordination (25%): Coordinates scheduling and logistics for internal and external meetings (board meetings, staff retreats, CEO speaking engagements, etc.) and supports the planning and execution of member and donor stewardship and cultivation events.
• Database Management & Reporting (15%): Logs relevant member and donor outreach in Salesforce and helps maintains accurate and Salesforce records, generates reports and lists from Salesforce, and analyzes fundraising data and dashboards.
• Equity Learning (5%): Participates in skill building and professional development to integrate into the role.

Qualifications:

• Associate’s degree and 3-5 years of relevant experience (executive assistance, development support, project management, etc.)
• Strong skills in Microsoft Office (Teams, Word, PowerPoint, Excel) and familiarity with Salesforce.

This role requires a detail-oriented, proactive candidate with excellent relationship management and technology skills.

The ideal candidate will possess proven experience, be committed to continuous learning, and be motivated to take on challenges. The qualifications below have been identified:

• Associate’s degree
• 3-5 years of experience in executive assistant, development support, project management, and/or an equivalent combination of education and experience
• Excellent technology skills including Microsoft Teams, Microsoft Word, PowerPoint, and Excel with an ability to quickly learn new software and adopt new technologies. Experience with Salesforce is a plus.