Executive Assistant
Executive Assistant
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Job Description
Position Summary:
The Executive & Development Assistant provides high-level administrative support to the Executive Director and plays a key role in supporting COREs fundraising and donor engagement efforts. This position ensures smooth day-to-day operations of the executive office while also maintaining donor data supporting stewardship events and communications to advance COREs development goals. The ideal candidate is highly organized proactive discreet and committed to COREs mission.
Key Responsibilities:
Executive & Administrative Support:
- Manage the Executive Directors calendar scheduling meetings travel and events.
- Draft edit and prepare correspondence reports presentations and meeting materials.
- Represent CORE to internal and external stakeholders with professionalism integrity and confidentiality.
- Serve as a liaison for internal and external communications on behalf of the Executive Director.
- Organize and prepare agendas take minutes and provide follow-up for leadership team and board meetings.
- Coordinate travel logistics and prepare necessary documentation for meetings and events.
- Maintain and organize office supplies shipments and inventory; oversee shared workspaces.
- Answer COREs main phone line and direct inquiries appropriately.
- Help answer the front door and greet visitors in a professional and welcoming manner.
- Assist in planning and executing organization-wide events.
- Reconcile expense reports (e.g. AMEX) manage job coding for travel and purchases.
Development Support & Donor Relations
- Maintain COREs donor database (Salesforce) ensuring timely and accurate data entry tracking and reporting.
- Assist with donor cultivation acknowledgment and stewardship processes.
- Support fundraising campaigns donor communications and annual appeals.
- Respond promptly to donor inquiries and coordinate follow-up with appropriate team members.
- Manage and track in-kind donations and collection drives.
- Support the planning and execution of fundraising and community engagement events.
- Serve as a representative of CORE at external events (tabling fairs tours) as needed.
- Assist in researching potential donors grant opportunities and community partnerships.
- Archive and organize internal/external event documentation and promotional assets.Position Summary:
The Executive Assistant is responsible for initiating and coordinating the clerical and administrative functions required to support the companys Executive Director and Operations department. This includes and is not limited to performing various other activities to ensure optimum effectiveness productivity and utilization of time and resources.
Description of Position:
- Represents CORE to all stakeholders with the highest degree of professionalism decorum articulation sincerity integrity confidentiality sophistication and overall exemplary communication and personal presentation.
- Produces information by transcribing formatting inputting editing retrieving copying and transmitting text data and graphics.
- Conserves executives time by reading researching and routing correspondence; drafting letters and documents; collecting and analyzing information; initiating telecommunications and preparing reports
- Schedules and prepares all meetings (team leadership and board). Organizes the daily weekly and monthly schedule of all office appointments travel and other meetings or work sessions.
- Prepares and disseminates agendas follows up with attendees and organizes catering and beverage/refreshment service for meetings as needed.
- Coordinates travel agendas and arrangements on an as-needed basis with proper job coding for billing and expense purposes.
- Prepares travel documents and materials for meetings.
- Takes meeting minutes during Development and Communications meetings
- Orders flowers and gifts for board members and team members when applicable.
- Runs errands including taking items to the post office picking up supplies and delivering items as appropriate
- Orders office and development supplies and print materials and receives packages.
- Answers the CORE phone and relays messages to team members.
- Ensure that local national and international shipments are prepared & monitored.
- Prepare transmittals reports labels and other correspondence as needed.
- Manage the accumulation dissemination recording and filing of all correspondence and written documents for CORE in Salesforce including but not limited to: adding/updating contacts creating campaigns and creating email lists.
- Organizes and cleans conference rooms and storage areas.
- Coordinates office supplies inventory by checking stock to determine inventory level; anticipating needed supplies; evaluating new office products; placing and expediting orders for supplies; and verifying receipt of supplies.
- Prepare and word-process all written correspondence and ensure proactive follow-up to verify receipt of such documents. File required record copies.
- Assist with planning organization events.
- Supports vendor management including scheduling and receiving.
- Reconciles AMEX report by collecting receipts and proper reporting has been conducted.
- Provides overall administrative support to the organization as necessary.
- All other duties as assigned by the Executive Director.
Required Qualifications and Qualities:
- Strong commitment to COREs mission values and community.
- Minimum of 2 years of experience as an executive assistant or in a development/administrative support role.
- Excellent communication time management and organizational skills.
- High level of discretion and professionalism in handling confidential information.
- Proficiency in Microsoft Office Apple tools and willingness to learn new systems.
- Familiarity with CRM platforms (Salesforce preferred) and data entry best practices.
- Ability to manage multiple priorities and deadlines with accuracy and grace.
- Flexibility to occasionally work evenings or weekends for events or urgent tasks.
- Self-starter with the ability to work independently and collaboratively.
Preferred Qualifications and Qualities:
- A Bachelors degree in Business Communications Nonprofit Management or a related field is desired. A combination of education and work experience will also be considered in lieu of degree.
- Prior experience in a nonprofit organization or mission-driven environment.
- Experience working with communities experiencing economic hardship or systemic barriers.
- Event planning or donor engagement experience.
Equal Opportunity Employer
CORE is committed to maintaining a work and learning environment free from discrimination on the basis of race color religion national origin pregnancy gender identity sexual orientation marital/civil union status ancestry place of birth age citizenship status veteran status political affiliation genetic information or disability as defined and required by state and federal laws. Additionally we prohibit retaliation against individuals who oppose such discrimination and harassment or who participate in an equal opportunity investigation.
Employment Type
Full-Time
