Executive Assistant/Development Services Lead

Pacific Whale Foundation•Wailuku, HI

1d•$65,000 - $70,000•Onsite

About The Position

Pacific Whale Foundation has an immediate opening for an experienced Executive Assistant and Development Services Lead! The Executive Assistant to the ED/CEO & Development Services Lead is a trusted, cross-functional role providing high-level executive support to the Executive Director / CEO while leading core Development operations and donor services for Pacific Whale Foundation. Serving as both the sole Executive Assistant to the ED/CEO and the primary administrator for Development operations, this individual safeguards donor trust, ensures financial integrity, and supports informed decision-making across Executive and Development leadership. The role requires exceptional judgment, discretion, attention to detail, and experience in administrative operations, financial reconciliation, or nonprofit development services.

Requirements

Bachelor’s degree or equivalent professional experience.
Experience in executive support, administrative operations, accounting/bookkeeping, or development services.
Demonstrated ability to handle confidential financial and donor information with accuracy and discretion.
Strong organizational, communication, and problem-solving skills.
Proficiency in Microsoft 365, including strong Excel skills.

Nice To Haves

Experience in nonprofit Development operations.
CRM experience (Neon CRM preferred; Salesforce acceptable).
Experience supporting executive leadership, boards, audits, or compliance workflows.

Responsibilities

Own day-to-day Development administrative operations supporting fundraising, donor stewardship, and executive donor relationships.
Process, record, and reconcile all forms of contributed revenue in Neon CRM and coordinate monthly reconciliations with Accounting.
Serve as the primary liaison between Development and Accounting for contributed income, grants tracking, audits, and financial reviews.
Maintain high-integrity donor records and resolve discrepancies related to gifts, payments, and donor intent.
Oversee gift acknowledgment workflows to ensure timely, accurate, and IRS-compliant donor recognition.
Prepare donor summaries, giving histories, and trend analyses to support executive, Development, and stewardship strategy.
Serve as the primary point of contact for donor and guest inquiries, ensuring a professional and service-oriented donor experience.
Coordinate Development-related mailings, acknowledgments, member benefits, and fulfillment activities.
Identify and recommend improvements to development workflows, operations, reconciliation processes, and the donor experience.
Serve as the sole Executive Assistant to the Executive Director / CEO.
Manage complex executive calendars, travel, priorities, and meeting logistics with an understanding of governance, donor, and organizational commitments.
Monitor and manage executive correspondence, drafting responses and routing communications as appropriate.
Coordinate meetings involving board members, committees, major donors, partners, regulators, and senior leadership.
Serve as the primary scheduling liaison between the ED/CEO and the Board of Directors.
Prepare agendas, briefing materials, donor profiles, and background notes for executive, donor, and board meetings.
Track executive and board-related commitments, follow-ups, and action items to ensure accountability.
Prepare executive expense reports and reimbursements accurately and on schedule.
Act as a gatekeeper and point of triage for executive requests, exercising sound judgment and discretion.
Partner with the ED/CEO on special projects and cross-functional initiatives tied to executive and Development priorities.
Other duties as assigned.
Coordinate task-level support for Development administrative volunteers during peak periods in collaboration with Development Operations and Volunteer staff.