Executive Assistant to the CEO and CDO & Special Projects Coordinator

buildOn • Stamford, CT

10d • $70 - $80 • Onsite

About The Position

buildOn seeks a dynamic, highly organized Executive Assistant & Special Projects Coordinator to provide high-level administrative support and coordinate key development-related projects. Reporting to the Chief Development Officer, this role requires exceptional calendar management, strong attention to detail, and the ability to anticipate needs while balancing multiple priorities.

In addition to supporting executive leadership, this position will coordinate development-focused projects, including managing the donor gift process for acknowledgments and matching gifts. As Executive Assistant to the CEO and CDO, this individual will serve as a key point of coordination for internal and external relationships, including interactions with the Board of Directors and Senior Leadership Team.

The Executive Assistant & Special Projects Coordinator will manage complex calendars, coordinate meetings, and oversee travel logistics. This role requires someone who can maintain discretion, communicate effectively, and ensure that administrative operations run smoothly and efficiently.

The ideal candidate is proactive, detail-oriented, and highly responsive, with a strong sense of urgency and the ability to exercise sound judgment in a variety of situations. They will bring excellent written and verbal communication skills, strong organizational abilities, and the capacity to manage projects from conception to completion.

This role will also support operational needs at buildOn Headquarters, helping ensure the effectiveness and efficiency of day-to-day administrative functions.

Requirements

• Passion for and commitment to the mission and core values of buildOn.
• Cultural sensitivity and passion for social justice.
• Team spirit, willingness, and flexibility to do "whatever it takes" to achieve our mission.
• Excellent oral and written communication skills with an eye for details such as grammar, spelling, and formatting.
• High degree of organizational skills, time-management skills, and problem-solving ability; a self-starter, and the ability to work independently.
• Strong interpersonal skills, camaraderie, humility, and respect for others.
• Ability to handle competing priorities with grace and professionalism in a timely manner.
• Ability to drive for efficiency, attention to detail, resourcefulness, and good judgment.
• Previous experience in office administration is required
• Proficient in all Microsoft Office applications (Word, Excel, and PowerPoint); familiar with Google apps; mail, calendar, and drive required.

Nice To Haves

• bachelor's degree
• prior nonprofit experience preferred.
• Prior knowledge and experience with Salesforce CRM strongly preferred.

Responsibilities

• Manage complex, fast-moving calendars, travel, and logistics with precision and care.
• Anticipate needs, surface priorities, and proactively resolve issues before they become problems.
• Serve as a trusted gatekeeper and partner to the CEO and CDO, balancing access with respect for time and focus.
• Communicate clearly and professionally with board members, major donors, partners, and staff on behalf of senior leadership.
• Prepare and organize materials for National Board and Committee meetings; capture notes and track follow-ups.
• Coordinate scheduling and logistics for Board Committees (Finance, Development, Governance, Marketing).
• Triage inbound requests (email, phone, mail) with sound judgment and discretion.
• Provide operational and clerical support to ensure a smooth, welcoming HQ environment.
• Serve as the day-to-day office manager for buildOn HQ, ensuring a well-organized, welcoming, and smoothly functioning workplace.
• Support planning and execution of special events, including buildOn’s Gala and other fundraising and cultivation events.
• Assist with event logistics, scheduling, materials preparation, and coordination with internal teams and external partners.
• Support donor engagement and stewardship touchpoints connected to events and campaigns.
• Coordinate follow-up actions and next steps from events to ensure timely stewardship and relationship building.
• Support the Development team workflows and special projects that advance fundraising and donor engagement goals.
• Generate timely, thoughtful donor acknowledgements that reflect care for each relationship.
• Maintain clean, accurate donor records in Salesforce; update profiles as needed.
• Track acknowledgements through completion to ensure strong stewardship.
• Accurately code gifts from Classy and offline sources to the correct accounts, campaigns, and Trek groups.
• Partner with Development and Finance to ensure data integrity and smooth gift processing workflows.

Benefits

• Generous Time Off: Four weeks of paid vacation, personal, and sick days; plus paid holidays and two week-long office shutdowns (summer and year-end).
• Comprehensive Health Coverage: 100% employer-paid medical, dental, and vision insurance, plus subsidized deductibles.
• Retirement Benefits: 403(b) plan with employer matching.
• Annual Performance Reviews: With merit-based salary increases.
• Pre-Tax Benefits: Including commuter and FSA options.
• Professional Development: Opportunities for growth and learning.
• Cell Phone Reimbursement: Up to $50 per month.

What This Job Offers

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