Nonprofit Executive Assistant

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

📋 Description

• Serve as a positive and professional representative of VaVa Virtual Assistants.

• Oversee daily client account management and ensure client satisfaction.

• Handle client inboxes, calendars, and travel arrangements across various time zones.

• Organize board and committee meetings, including agendas, packets, RSVPs, votes, and action items.

• Assist geographically distributed boards by scheduling polls, rotating meeting times, sending reminders, and coordinating travel for retreats or annual meetings.

• Participate in virtual board and committee meetings, take minutes, circulate them, and maintain governance documentation.

• Keep donor and constituent records updated in client CRMs, which includes data entry, deduplication, cleanup, and import/export mapping.

• Process donations, including acknowledgments, tax receipts, thank-you messages, follow-ups for lapsed donors, recurring gifts, and donation matching.

• Create online giving pages and donation forms, and compile donor lists and segments.

• Assist with grant applications by tracking funder calendars, researching opportunities, drafting narratives, and submitting necessary materials.

• Monitor initiatives and deadlines while compiling program and outcome data for grant reports, board updates, and donor communications.

• Plan and coordinate fundraising events, programs, and webinars.

• Oversee volunteer recruitment, scheduling, onboarding, hour logging, and recognition efforts.

• Write and edit communications for donors, partners, board members, and executives, including newsletters, presentations, and board decks.

• Develop and maintain spreadsheets for tracking donors, grants, and events, including basic analysis.

• Utilize AI notetakers and other AI tools to summarize meetings, draft content, organize research, and automate reminders.

• Manage confidential donor, personnel, financial, and strategic information with utmost discretion.

• Collaborate with other VaVa contractors and fulfill additional administrative requests.

⛳️ Requirements

• Must live and be authorized to work in the United States.

• A minimum of 3 years of proven experience in an executive or administrative support role, including direct support to at least one executive.

• At least 1 year of experience in supporting a nonprofit leader, board, or organization.

• A minimum of 1 year working full-time in a virtual or remote environment.

• Available for at least 20 hours per week to assist high-touch, deliverable-focused clients.

• Proficient in Google Workspace and Microsoft Office, including creating polished documents, presentations, and spreadsheets with formulas, imports, exports, and basic analysis.

• Daily usage of Slack and Zoom, including meeting setup, basic troubleshooting, and facilitation support.

• Experience with at least one CRM or donor management system, covering data entry, gift acknowledgments, and tax receipts.

• Familiarity with at least one project management platform.

• Experience with scheduling and polling tools across different time zones.

• Ability to manage high-volume inboxes, complex calendars, and travel logistics remotely across time zones.

• Experience in supporting remote board operations, which includes managing agendas, packets, minutes, governance records, and follow-up actions.

• Experience in coordinating events with vendors and volunteers, including registration and ticketing platforms, as well as day-of logistics.

• General proficiency with AI tools and comfort in utilizing them to draft content and streamline routine tasks.

• Understanding of sensitive donor and organizational data that should never be entered into AI systems.

• A degree is not mandatory.

• Candidates without a degree should possess at least one relevant certification, such as an administrative professional certification, Google Workspace certification, Nonprofit Leadership Alliance certification, nonprofit management certificate, CRM platform certification, or equivalent.

• Commitment to ongoing learning is essential.

🏝️ Benefits

• Independent contractor (1099) arrangement.

• Remote work flexibility.

• Access to a contractor community and regular all-company virtual gatherings.

• Routine calls with clients and fellow contractors.

• Flexible minimum commitment of 20 hours per week.

• Encouragement for ongoing learning and professional growth.