Executive Assistant and Philanthropy Specialist

CENTRAL BAPTIST VILLAGE•Norridge, IL

About The Position

Central Baptist Village is a not-for-profit, faith-based community serving older adults. The Executive Assistant and Philanthropy Specialist provides high-level administrative support to the CEO and helps advance the organization’s philanthropy efforts and mission. The role manages the CEO’s day-to-day activities, coordinates complex schedules and communications, organizes meetings, supports fundraising, handles confidential information, maintains documents for local, state, and federal regulatory bodies, and helps ensure efficient operation of the executive office and philanthropy program. The position also supports events, donor relations, community partnerships, projects, office management, staff coordination, and resident and family engagement. The role maintains familiarity with the CBV Philanthropy Plan and executes aspects of it under the CEO’s direction.

Requirements

2–4 years of experience in high-level administrative support and donor relationship management.
Experience in nonprofit philanthropy, fundraising activities, and donor management.
Excellent written and interpersonal skills.
Strong critical-thinking skills and attention to detail.
Ability to manage multiple complex projects and events.
Experience with donor database software.
Bachelor’s degree required.
Submit a writing sample as part of the interview process.

Nice To Haves

Bloomerang donor database experience preferred.
Experience in the aging services sector preferred.
Affinity for the organization’s mission and ability to represent Central Baptist Village to internal and external audiences.

Responsibilities

Provide direct administrative support to the CEO, including calendar and meeting management, and anticipate the CEO’s needs.
Prepare and edit correspondence, reports, presentations, and other documents.
Organize and maintain physical and digital filing systems.
Manage phone calls, emails, and mail, screening and responding where appropriate.
Prepare agendas and meeting materials, and format minutes for selected meetings.
Coordinate meeting logistics, including scheduling and gathering materials.
Handle confidential and sensitive information with discretion and professionalism.
Assist in planning and executing organizational events, philanthropy activities, and community celebrations.
Maintain familiarity with the CBV Philanthropy Plan and execute aspects of the plan under the CEO’s direction.
Coordinate logistics for philanthropy events, donor meetings, and community outreach activities.
Track donor relations and help maintain positive relationships with supporters and partners.
Process donations using Bloomerang and ensure data integrity.
Support donor acknowledgement and stewardship through letters, notes, personal cards, and direct contact.
Conduct prospect research and assist with community partnerships.
Act as a liaison between the CEO and staff, residents, families, and vendors.
Prioritize the CEO’s correspondence and manage follow-up actions.
Assist with planning and coordinating special projects, events, and initiatives.
Track ongoing project progress, ensure timelines are met, and report to the CEO as necessary.
Help implement and track operational initiatives intended to improve care quality and resident satisfaction.
Oversee the CEO’s office supplies and inventory, ensuring necessary materials and equipment are available.
Coordinate and support setup for meetings, conferences, and events hosted by the CEO.
Assist with preparing and reviewing budgets and other financial documentation as needed.
Support coordination of leadership and staff meetings.
Assist with onboarding executive team members or senior staff as needed.
Facilitate the CEO’s interactions with staff and efficiently address immediate concerns or requests.
Address resident or family inquiries on behalf of the CEO and support positive relations and timely issue resolution.
Support family newsletters, events, and community engagement initiatives.
Coordinate key community projects, especially those related to service improvement, resident engagement, and organizational growth.
Lead initiatives as needed to support the organization’s strategic vision.