The Nonprofit Staffing Solution Looking for Executive Assistant/ Development Coordinator ($65,000 to $75,000) at New York, NY Full Time

Job Description

Executive Assistant/ Development Coordinator ($65,000 to $75,000)

Hybrid role

ADMINISTRATIVE DUTIES

• Work directly with the Executive Director to support all aspects of her daily work routine.
• Maintain the ED’s calendar, including scheduling meetings, appointments, and travel (domestic and international) arrangements, and expense reconciliation.
• Exercise discretion in committing time and evaluating needs.
• Serve as the liaison between the Executive Director, Board of Directors and other internal and external stakeholders.
• This includes receiving and screening the Executive Director’s phone calls and visitors, answering a variety of questions with tact and diplomacy, taking messages, and directing calls appropriately for resolution.
• Provide administrative assistance, such as writing and editing e-mails, drafting memos, and preparing communications on the Executive Director’s behalf.
• Coordinate with Executive Committee of the Board of Directors and Committee Chairs on meetings, agenda preparation, logistics and track tasks and projects in collaboration with the Executive Director.
• Perform administrative support, such as receiving and sorting mail, and assisting the team as needed.
• Set up invoices for approval and payment; track and report petty cash – if any.
• Post filed Forms 990
• Track and report petty cash – if any.
• Monitor suppliers to ensure that they efficiently and effectively provide needed goods or services within budgetary limits.
• Keeps complete and accurate records of all governing documents (Articles of Incorporation, By-Laws and policies), public filings (Forms 990) and all meetings of Board, committees and members (log all resolutions) SharePoint, One Drive/Microsoft 365 and all paper files.
• Maintain a comprehensive view of all initiatives, projects, and goals and ensuring execution towards strategy.
• Proactively identify areas that require attention or improvement and work with relevant
• stakeholders to develop and enact solutions.

FUNDRAISING-SUPPORT OPERATIONS

• In collaboration with the Executive Director, help ensure appropriate stewardship activities.

Prepare briefing notes and materials for prospects/donor, speeches, meetings, and presentations.

• Track and document principal giving activity including visit reports, meeting and event briefings, gift proposals and acknowledgments.
• Supports fundraising and stewardship activities related to major gifts, planned gifts, and corporate and foundation philanthropy; and establish protocols and procedures to support all types of giving.
• In collaboration with the Executive Director, Board of Directors’ Treasurer and

Bookkeeper, developing an annual budget for board approval, and managing the invoicing schedule of donors and sponsorships.

• Coordinates with Sr. Manager of Gift Administration & Data (SMGAD) to oversee the

management of all third-party online giving platforms.

• Assists with budget reconciliation, invoices and expense reports, the production and timely mailing of acknowledgement letters, receipts, and pledge reminders.
• Serves as back up for Sr. Manager of Gift Administration & Data.

ALUMNI RELATIONS

• Supports Executive Director and work collaboratively with staff on the planning and implementation of events, programs, and Reunion in-person and virtual.
• Communicates and negotiates with venues, manages vendor contracts, creation and

distribution of event communication, guest inquiries and registration, and coordination of event materials and set-ups or virtual platforms (Zoom) in collaboration with both Director of Communications & Marketing.

• In coordination with the Director of Communications & Marketing, and Executive Director, assists in the publishing of press releases, social media posts, a monthly e-newsletter, bi-annual alumni magazines, and annual report.
• Assists in the processing of event registration requests made outside hchsaa.org (by email, mail and phone).
• Weekly review of online registration requests.
• Supports Executive Director and Director of Communications & Marketing with alumnae/i magazine, Annual Report and by providing financial reports, donor contributions and generating mailing lists. Performs other duties as assigned.

Qualifications

• Seven or more years of experience in a business management or senior executive assistant level role.
• Bachelor’s Degree.
• Proven track-record in working in development/alumni relations.
• Excellent communication and organizational skills and the ability to multi-task.
• Ability to handle extensive public contact with courtesy, tact, discretion and judgement.
• Experience in data analysis and budget management
• Strong project and operations management skills.
• Proficient MS Office software and high comfort level with mobile technology including the ability to troubleshoot presentation issues.
• Knowledge of principles and methods for showing, promoting, and selling products or services. This includes marketing strategy and tactics, product demonstration, sales techniques, and sales control systems.
• Creativity, flexibility and dedication to process improvement.
• Knowledge of Blackbaud Raiser’s Edge/NXT or other CRM donor base platforms;
• Skills in using social media platforms (Facebook, Instagram, LinkedIn, Twitter, Slack, and Tik Tok), and analysis of those platforms.
• Proactive and ability to work independently in a non-traditional, flexible setting.
• High attention to detail and accuracy; and Discretion and confidentiality.

Company Description

The Nonprofit Staffing Solution provides talent exclusively to the nonprofit sector. Specializing in Executive Search, Direct Hire, Interim Professionals, Consultants and Contract/Temporary staff – we are your single source for all of your organization’s staffing needs.

With a national reach, a strong understanding of the nonprofit sector and the expertise to offer a variety of hiring and staffing solutions, the Nonprofit Staffing Solution helps organizations make smart hiring decisions and advance diversity, sustainability and build capacity. Unlike any other staffing agencies, the Nonprofit Staffing Solution provides a full range of assistance and other benefits to job seekers under one roof including: referrals to training workshops, resume evaluation, interview preparation and for those with low-income, referrals to free professional interview attire. The Nonprofit Staffing Solution also offers low-cost business referral services to website designers and/or grant funding or assistance for those interested in becoming entrepreneurs or getting their business off the ground.

OUR GOALS ARE SIMPLE:

• Connecting the nonprofit workforce
• To be diligent about providing the best and most appropriate service to our clients.
• To offer a wide range of staffing products for different staffing issues and needs: the right product for the right solution at the right time.
• To source the top 10% of talent in a changing and fiercely competitive marketplace.
• To help our clients avoid and manage the potential risk of a wrong hire.
• To educate our clients so they become experts at hiring the right talent.
• To provide reports on hiring trends in the nonprofit sector, including our Annual Salary Report for Nonprofits.
• To help clients achieve greater diversity in the recruiting and hiring of staff.
• To provide a one-stop shop for staffing guidance and career planning resources to job seekers.

The Nonprofit Staffing Solution specialties are in the following areas: Fundraising/Development, Database Managers, Finance, Accounting Human Resources, Executive Management, Program Management, Marketing and Office Support. Assisting clients and job seekers with Executive Search and Direct Hire, Interim Professionals, Consultants, and Contract/Temporary Staff. Connecting

Nonprofits to Diverse Talent. At The Nonprofit Staffing Solution, Diversity, Equity, and Inclusion (DEI) are at the core of our business.

The Nonprofit Staffing Solution provides talent exclusively to the nonprofit sector. Specializing in Executive Search, Direct Hire, Interim Professionals, Consultants and Contract/Temporary staff – we are your single source for all of your organization’s staffing needs. With a national reach, a strong understanding of the nonprofit sector and the expertise to offer a variety of hiring and staffing solutions, the Nonprofit Staffing Solution helps organizations make smart hiring decisions and advance diversity, sustainability and build capacity. Unlike any other staffing agencies, the Nonprofit Staffing Solution provides a full range of assistance and other benefits to job seekers under one roof including: referrals to training workshops, resume evaluation, interview preparation and for those with low-income, referrals to free professional interview attire. The Nonprofit Staffing Solution also offers low-cost business referral services to website designers and/or grant funding or assistance for those interested in becoming entrepreneurs or getting their business off the ground. OUR GOALS ARE SIMPLE:

• Connecting the nonprofit workforce
• To be diligent about providing the best and most appropriate service to our clients.
• To offer a wide range of staffing products for different staffing issues and needs: the right product for the right solution at the right time.
• To source the top 10% of talent in a changing and fiercely competitive marketplace.
• To help our clients avoid and manage the potential risk of a wrong hire.
• To educate our clients so they become experts at hiring the right talent.
• To provide reports on hiring trends in the nonprofit sector, including our Annual Salary Report for Nonprofits.
• To help clients achieve greater diversity in the recruiting and hiring of staff.
• To provide a one-stop shop for staffing guidance and career planning resources to job seekers. The Nonprofit Staffing Solution specialties are in the following areas: Fundraising/Development, Database Managers, Finance, Accounting Human Resources, Executive Management, Program Management, Marketing and Office Support. Assisting clients and job seekers with Executive Search and Direct Hire, Interim Professionals, Consultants, and Contract/Temporary Staff. Connecting Nonprofits to Diverse Talent. At The Nonprofit Staffing Solution, Diversity, Equity, and Inclusion (DEI) are at the core of our business.