Executive Assistant, Development

The Pennsylvania Horticultural Society • Philadelphia, PA

8d

About The Position

The Executive Assistant, Development provides high-level administrative, operational, and project management support to the Chief Development Officer (CDO). This role ensures Development leadership remains focused on donor strategy, executive-level priorities, and campaign execution. The position manages scheduling, project workflows, donor outreach coordination, and internal deliverables—serving as the administrative backbone of a fast-paced, high-performing fundraising department.

Requirements

• Bachelor’s degree in a related field
• 3–5 years of experience supporting senior leadership, preferably in fundraising, nonprofit, or mission-driven settings.
• Driver’s License: Required
• Exceptional organizational, planning, and project management skills.
• Strong writing, communication, and relationship-management abilities.
• Ability to manage confidential information with discretion.
• Proficiency with CRM systems (Raiser’s Edge preferred) and project management tools (Monday.com preferred).

Responsibilities

• Manage the CDO’s complex calendar, meetings, priorities, and workflow.
• Coordinate donor outreach, including scheduling, briefing preparation, follow-up, and task tracking.
• Serve as the primary administrative partner to the CDO for internal and external stakeholder communication.
• Prepare expense reports, meeting notes, and follow-up documentation.
• Track and coordinate projects and cross-departmental initiatives.
• Maintain Development leadership’s internal dashboards, timelines, action plans, and deliverables.
• Ensure accountability by tracking deadlines and prompting follow-up with internal teams.
• Support preparation of materials for board committees, strategic meetings, and donor engagements.
• Coordinate Development all-staff meetings and internal workflows.
• Assist with departmental reporting, compliance reminders, and record-keeping in collaboration with Development Services.
• Represent Development professionally at PHS events, including the Philadelphia Flower Show (with expanded capacity during Show season).
• Perform additional administrative or project tasks as assigned.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level