Fundraising, Administrative Support Virtual Assistant

This is a fully remote position, open to applicants in United States.

📋 Description

• Assist with individual fundraising campaigns and activities aimed at engaging donors.

• Support initiatives for year-end fundraising, including donor follow-ups and acknowledgment communications.

• Track interactions with donors, contributions, follow-up needs, and maintain donor records.

• Follow up with donors, supporters, fundraising contacts, vendors, partners, and stakeholders through email and phone communications.

• Aid in the preparation and coordination of a major fundraising event in June for over 200 attendees.

• Prepare and send requests for corporate sponsorships along with follow-up communications.

• Monitor event registrations and issue confirmations.

• Collaborate with caterers and other vendors involved in the event.

• Track event requirements, timelines, deliverables, and any outstanding action items.

• Provide daily administrative and executive support to May Vaughn and two additional staff members.

• Manage calendars, schedules, meetings, appointments, reminders, routine emails, inquiries, and troubleshooting responses.

• Follow up on assigned tasks and pending deliverables, providing regular progress updates.

• Organize organizational documents, historical board meeting notes, records, files, folders, and drives.

• Establish and uphold a structured digital filing system in cloud storage.

• Work through engineering and operational task lists, tracking issues related to the website and backend systems.

• Coordinate the resolution of technical and operational concerns while monitoring pending issues.

• Support internal systems, administrative workflows, and other operational projects.

• Provide preliminary administrative support for the organization’s 30th anniversary celebration scheduled for 2028.

• During onboarding, review the June event work plan, donor records, sponsorships, registrations, vendors, task backlog, engineering backlog, and historical documentation.

• Assist in enhancing organization, follow-through, communication, documentation, and visibility of outstanding work.

⛳️ Requirements

• Previous experience in fundraising, nonprofit administration, donor relations, or general administrative support is highly preferred.

• Experience assisting nonprofit organizations, charities, or community-focused entities is advantageous.

• Familiarity with donor management and fundraising processes is essential.

• Experience in managing email correspondence, follow-ups, scheduling, and administrative coordination.

• Strong organizational skills and attention to documentation.

• Excellent written and verbal communication skills in English.

• Comfortable making outbound calls and following up with donors, vendors, partners, and other stakeholders.

• Ability to juggle multiple priorities and meet deadlines effectively.

• Strong attention to detail and accuracy in tasks.

• Ability to work independently, take initiative, and identify tasks needing attention.

• Comfortable using AI-assisted tools and digital productivity platforms.

• Proficient or willing to learn Salesforce, Bonterra / Network for Good, Zoom, Microsoft Teams, email platforms, Google Drive / cloud storage, AI chat tools, telephone calling tools, and an event management platform.

• Female candidates are explicitly requested by the client.

• Capable of handling sensitive donor and organizational information with discretion.

• Flexible and willing to take on both fundraising-related and general administrative responsibilities.

• Comfortable collaborating with a small team and communicating with various stakeholders.

• Minimum commitment of 3 months, subject to agency terms.

🏝️ Benefits

• Part-time engagement of 10 hours per week.

• Up to 3 additional hours may be considered.

• Minimum commitment of 3 months, subject to agency terms.

• Client's preferred time zone will be taken into account.

• Schedule will be coordinated with the client.

• Email is strongly preferred as the primary communication channel.

• The client values well-documented written communication and organized records.

• Opportunity to participate in staff meetings or work from meeting recordings and AI-generated notes, depending on the arrangement.