VIRTUAL NONPROFIT EXECUTIVE ASSISTANT

VaVa Virtual Assistants•,

1d•Remote

About The Position

VaVa Virtual Assistants is seeking a skilled Executive Assistant with direct nonprofit experience to own client relationships and provide back-office support to nonprofit leaders, including executive directors, founders, and boards. The role helps leaders focus on their mission by maintaining donor records, coordinating board operations, and managing administrative work. Self-motivation and professional discipline are essential, as clients rely on the assistant as part of their organization. The assistant represents VaVa professionally, takes ownership of client satisfaction, learns each client's mission and funding realities, anticipates needs, communicates progress, handles challenges independently, and tracks engagement hours. The role is remote, contractor-based, and requires availability for at least 20 hours per week supporting high-touch, daily, deliverable-focused clients. VaVa contractors are responsible for their own taxes, benefits, and business expenses. The role also involves participation in a connected contractor community through client and team calls, collaboration, and virtual gatherings.

Requirements

Must reside in and be authorized to work in the United States.
At least 3 years of demonstrated experience in an executive or administrative support role, including direct support to at least one executive.
At least 1 year of experience supporting a nonprofit leader, board, or organization.
At least 1 year of experience working full-time in a virtual or remote capacity.
Availability for at least 20 hours per week to support high-touch, daily, deliverable-focused clients.
Proficiency in Google Workspace and Microsoft Office, including polished documents and presentations and spreadsheets with formulas, imports, exports, and basic analysis.
Daily use of Slack and Zoom, including meeting setup, basic troubleshooting, and facilitation support.
Experience with at least one CRM or donor management system, including data entry, gift acknowledgments, and tax receipts.
Experience with at least one project-management platform.
Experience with scheduling tools and polling tools for meeting times across time zones.
Demonstrated ability to manage high-volume inboxes, complex calendars, and travel remotely across time zones.
Experience supporting remote board operations, including agendas, packets, minutes, governance records, and follow-up.
Experience coordinating events with vendors and volunteers, including registration and ticketing platforms and day-of logistics.
General AI literacy and comfort using AI tools to draft content and streamline routine tasks, with an understanding of what donor and organizational data must not be entered into AI systems.
A degree is not required. Candidates without a degree must hold at least one relevant certification, such as an administrative professional certification, Google Workspace certification, Nonprofit Leadership Alliance certification, nonprofit management certificate, CRM platform certification, or equivalent.
Commitment to continued learning.

Nice To Haves

Experience researching, drafting, or submitting grant applications, including use of funder portals and research tools such as Candid or Instrumentl.
Experience building and sending email newsletters using platforms such as Mailchimp, Constant Contact, or Flodesk.
Experience with online fundraising platforms such as Givebutter, Classy, Zeffy, or Mightycause.
Experience with board portals such as BoardEffect, Diligent, or OnBoard.
Experience with volunteer management tools such as VolunteerHub, SignUpGenius, or Bloomerang Volunteer.
Experience with workflow automation tools such as Zapier, even at a basic level.
Experience facilitating virtual webinars, including breakout rooms and participant troubleshooting.

Responsibilities

Represent VaVa Virtual Assistants positively and professionally when working with clients, board members, donors, volunteers, and partners.
Manage day-to-day client account activities, learn the mission and funding realities behind client priorities, anticipate needs, communicate progress, and address challenges independently.
Track engagement hours and flag when adjustments are needed to sustain service.
Manage client inboxes, calendars, and travel across time zones, including drafting responses, scheduling meetings, resolving conflicts, and handling itineraries and last-minute changes.
Coordinate board and committee meetings, including scheduling, agendas, board packets, RSVPs, votes, and action-item tracking.
Support geographically dispersed boards using scheduling polls, rotating meeting times across time zones, automated reminders, and retreat and annual-meeting travel coordination.
Attend virtual board and committee meetings, take and circulate minutes, and maintain governance records, including bylaws, conflict-of-interest disclosures, officer and term tracking, and annual board calendars.
Maintain donor and constituent records in client CRMs through data entry, deduplication, cleanup, and import/export mapping.
Process gifts by issuing acknowledgments and tax receipts, sending thank-you outreach, following up with lapsed donors, monitoring recurring gifts, and matching online donations to CRM records.
Set up online giving pages and donation forms under client direction and prepare donor lists and segments for appeals.
Support grant applications by tracking funder calendars and requirements, researching opportunities, drafting and editing narratives under client direction, and compiling and submitting materials through funder portals.
Track initiatives and deadlines in client project-management tools and gather program and outcomes data for grant reports, board updates, and donor communications.
Plan and coordinate fundraising events, programs, and webinars, virtual or in person, including vendor contracts, ticketing and registration, volunteer assignments, run-of-show documents, and follow-up.
Manage volunteer recruitment, scheduling, onboarding paperwork, hour logging, and recognition; serve as a point of contact for volunteers, vendors, board members, and client teams.
Draft and edit donor, partner, and board correspondence, email newsletters, presentations, board decks, and executive briefings that require little revision.
Build and maintain donor, grant, and event tracking spreadsheets, including basic analysis for leadership reports.
Use AI notetakers and other AI tools to summarize meetings, draft first-pass thank-you letters and newsletter copy, and organize research; automate recurring reminders and follow-ups where appropriate.
Handle donor data, personnel matters, financials, and strategic plans discreetly, and never enter client data into unapproved AI tools.
Collaborate with fellow VaVa contractors when projects benefit from shared or specialized support.
Handle additional administrative requests as they arise, with flexibility.