Executive Assistant, Development
About The Position
The Executive Assistant, Development reports to the Chief Development Officer (CDO) and serves as a strategic administrative partner who maximizes the effectiveness of Development leadership and supports the department’s operational success. The role provides comprehensive executive support to the CDO, administrative support to the Vice President, Development, and coordination support for activities that advance fundraising productivity and departmental effectiveness. The position’s primary focus is supporting the CDO and enabling Development leadership and frontline fundraisers to devote more time to donor engagement, relationship management, and revenue-generating activities. Success is measured through executive support to the CDO, fundraising productivity and donor engagement support, Development department operations and administration, and strategic projects and special initiatives. City Harvest is New York’s first and largest food rescue organization. It rescues and distributes nutritious food to New Yorkers in need, works with community partners to strengthen local food systems, and fosters collaboration, innovation, accountability, and excellence.
Requirements
- At least 5 years of executive assistant, administrative, office management, or related experience supporting senior leaders.
- Exceptional organizational, project management, and time-management skills.
- Ability to manage multiple priorities in a fast-paced environment.
- Strong written and verbal communication skills.
- High degree of professionalism, confidentiality, discretion, and judgment.
- Proficiency in Microsoft Office Suite, including Outlook, Word, Excel, PowerPoint, and Teams.
- Strong attention to detail and commitment to accuracy.
Nice To Haves
- Experience supporting senior executives in a nonprofit or fundraising environment.
- Familiarity with donor databases, fundraising CRM systems, or constituent management systems.
- Experience supporting volunteer leadership, committees, or boards.
Responsibilities
- Manage the Chief Development Officer’s complex calendar, schedule meetings, coordinate travel, prepare expense reports, and align schedules with priorities.
- Anticipate the CDO’s needs by preparing meeting materials, tracking commitments, and ensuring timely follow-up on action items.
- Prepare agendas, briefing materials, presentations, reports, and correspondence for executive meetings and external engagements.
- Act as a liaison between the CDO and internal and external stakeholders, exercising professionalism, discretion, and sound judgment.
- Coordinate leadership and department-wide meetings, including scheduling, logistics, materials, and follow-up.
- Support the Board Development Committee by scheduling meetings, preparing materials, maintaining records, coordinating logistics, and tracking follow-up actions.
- Support the CDO’s major and principal donor portfolio through scheduling, briefing preparation, donor tracking, stewardship coordination, and meeting follow-up.
- Coordinate donor meetings, cultivation events, stewardship opportunities, and special donor communications.
- Assist with fundraising reports, portfolio reviews, prospect tracking, and pipeline management.
- Partner with Development Operations on donor records, CRM updates, action tracking, and fundraising reports.
- Support acknowledgment, stewardship, and donor communication processes to promote timely and consistent engagement.
- Provide administrative support that increases fundraiser productivity and enables frontline fundraisers to focus on donor-facing activities.
- Support the Vice President, Development with scheduling, expense reporting, administrative coordination, and department-wide initiatives.
- Manage departmental administrative processes, including invoice processing, budget-tracking support, purchasing requests, and financial documentation.
- Coordinate onboarding for Development staff, including scheduling, resources, and introductions.
- Maintain departmental records, files, shared resources, and administrative systems.
- Coordinate communication between Development and Finance, Human Resources, Marketing & Communications, Information Technology, and Executive Office teams.
- Support logistics for department meetings, retreats, trainings, and staff engagement activities.
- Coordinate meetings, timelines, deliverables, and next steps for selected Development initiatives and cross-functional projects.
- Assist with process improvement efforts to increase departmental efficiency and effectiveness.
- Perform other related duties as assigned in alignment with departmental priorities and available capacity.
Benefits
- Competitive market salaries
- Generous time off
- Full medical, dental, and vision benefits with employer contributions toward premiums
- Pet insurance
- 403(b) retirement savings plan with employer matching
- Free mental health services with Better Help
- Commuter benefits
- Employer-provided life insurance
- Professional development opportunities
- Discounted staff perks, such as movie tickets, gym memberships, and cellular plans
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What This Job Offers
Job Type
Full-time
Career Level
Senior
Education Level
No Education Listed
