Executive Assistant, Development

Catholic Charities Community Services•New York, NY

5d•$62,000 - $68,000•Onsite

About The Position

The Executive Assistant (EA) provides high-level administrative and strategic support to the head of Development enabling them to focus on development strategy, fundraising, and stakeholder engagement. The EA will be the Senior Director’s primary operational partner, managing communications, scheduling and coordination with internal teams and external partners in addition to project support. The Senior Director leads Development and Events, including a calendar of 15 to 20 events per year and a portfolio of the organization's most significant donors. This position keeps that work organized and moving managing the Senior Director's time, preparing for donor meetings, and carrying administrative responsibility across the event calendar. The role also involves coordinating with the Senior Director's team of direct reports (currently four, growing to five to seven) to keep their work aligned and moving. The role requires discretion, sound judgment, and confidence working with donors, Board members, event chairs, clergy, and vendors.

Requirements

5-7 years of experience supporting C-suite or senior executives is required for this role.
Experience interacting with donors, Board members, and other senior external and corporate contacts.
Proficiency in Microsoft Office (advanced Outlook and calendar management, PowerPoint, Excel); experience with Raiser's Edge or a comparable CRM/database a plus.
Exceptional organizational skills, with meticulous attention to detail and the ability to manage competing deadlines across a fast-paced, high-volume calendar.
Absolute discretion with confidential, sensitive, and proprietary information.
Strong executive communication skills: writing, proofreading, and representing the executive's voice in correspondence.
Ability to anticipate needs, exercise independent judgment, and follow through without close supervision.
Genuine commitment to the mission of Catholic Charities and its Catholic identity.

Nice To Haves

Bachelor's degree preferred; equivalent professional experience considered.
experience with Raiser's Edge or a comparable CRM/database a plus.

Responsibilities

Act as primary point of contact for the Senior Director, managing internal and external communications, including email correspondence, development and events team, and stakeholder updates.
Management of Senior Director's calendar, resolving competing demands and protecting time for internal and external meetings.
Prepare briefing materials for donor and Board meetings.
Draft and edit correspondence, agendas, and presentations for the Senior Director's review.
Arrange travel and prepare itineraries for meetings and events across the New York region.
Process expense reports, invoices, and contracts, and resolve questions with Finance.
Screen incoming requests, prioritizing and redirecting them as appropriate.
Maintain organized files, including confidential donor records.
Schedule cultivation and solicitation meetings, record contact reports in Raiser's Edge, and track next steps.
Coordinate acknowledgment and stewardship correspondence, including acknowledgment letters, proposals, pledge reminders, and recognition materials.
Serve as a professional first point of contact for donors, Board members, event chairs, and honorees.
Prepare materials for Board and committee meetings, including agendas and revenue reports.
Ability to handle confidential donor and financial information with discretion.
Support the annual event calendar, including The Archbishop’s Christmas Luncheon, the Annual Catholic Charities Gala, The Archbishop’s Open and St. Francis Reception.
Maintain event timelines, task trackers, run-of-show documents, and staffing assignments.
Track sponsorship and ticket commitments, payments, benefit fulfillment, seating, and guest lists.
Coordinate with vendors, venues, printers, and mailhouses on schedules, orders, and materials.
Support event committee meetings and follow-up correspondence.
Staff events on site, including registration, check-in, and volunteer coordination.
Track deadlines for materials the Senior Director needs from colleagues across the organization and follow up to ensure they are met.
Route drafts for review and approval and keep current versions of shared documents.
Schedule recurring meetings, record follow-up items, and circulate notes.
Order supplies and keep event paperwork and licensing documentation current.
Perform other duties as assigned in support of CCNY's fundraising goals.