Special Assistant, Development, Marketing & Events

Robin Hood Foundation • New York, NY

17d • Hybrid

About The Position

The Special Assistant, Development, Marketing & Events (DME) supports the Chief Development Officer (CDO) and Chief Marketing & Events Officer (CMEO) through high-quality coordination, organization, and execution of workflows related to the Board of Directors and top donors in their portfolios. This role manages complex information, prepares leadership for high-touch interactions, and ensures smooth operations across DME’s executive functions.

A core part of the role is maintaining a complete, accurate, and current picture of each board member’s and top donor’s engagement with Robin Hood. Success requires excellent judgment, strong communication skills, discretion, and the ability to manage multiple priorities with reliability and care.

Requirements

• 4+ years of relevant experience in executive support, development, donor relations, or a comparable fast-paced, high-touch environment.
• Experience supporting senior leaders and/or boards, including managing complex calendars, meetings, travel, and sensitive materials.
• Strong project management and organizational skills, with the ability to manage multiple priorities, deadlines, and workstreams with accuracy and follow-through.
• Excellent written and verbal communication skills, including drafting and editing emails, briefings, decks, donor materials, and meeting documentation.
• Demonstrated experience working with CRMs and data systems (e.g., Salesforce or similar), with strong attention to detail and data integrity.
• Sound judgment and discretion when handling confidential information and navigating sensitive situations.
• Ability to anticipate needs, flag issues early, and operate with a high degree of reliability and independence.
• Comfort working in a dynamic, deadline-driven environment that requires flexibility, professionalism, and calm under pressure.

Responsibilities

• CDO and CMEO Executive Support: Manage calendars; prioritize commitments; coordinate information flow; ensure timely responses; track tasks and deadlines; and resolve scheduling issues thoughtfully.
• Holistic Board Tracking: Maintain an up-to-date, comprehensive view of each board member’s fundraising-related engagement with Robin Hood.
• Board Report-Out Development: Project manage and maintain a recurring board report-out summarizing engagement, touchpoints, upcoming opportunities, and key follow-ups. Coordinate updates across teams and ensure clarity and consistency.
• Board & Committee Meeting Support: Coordinate logistics, prepare materials, attend meetings, record minutes, and track follow-ups for Development Committee, Endowment Committee, Benefit Planning Committee, Nominating and Governance Committee and related groups.
• Confidentiality & Recordkeeping: Manage sensitive donor and board information with the highest discretion. Organize files and materials with consistency and accuracy.
• Financial & Expense Processing: Process and reconcile expenses for the CDO and CMEO and support tracking of the DME operating budget.
• Internal Team Building: Coordinate and support the planning, execution, and ongoing management of DME team-building initiatives, staff engagement activities, and internal culture-strengthening efforts throughout the year.
• Executive Reporting & Preparation: Develop briefing documents, donor bios, background materials, and other preparation needed for board and top donor interactions.
• Engagement Logistics: Coordinate scheduling, travel, and logistics for board and top donor meetings. Ensure leadership is fully prepared with agendas, materials, and follow-up plans.
• Cross-Team Coordination: Work across Development, Marketing, and Events to gather updates, ensure accuracy, and support execution of critical workstreams.
• Project Support: Provide project management support on key initiatives such as the Endowment campaign, board-driven projects, internal DME initiatives, and priority projects for the CDO and CMEO.
• Portfolio Support: Provide administrative and logistical support for the CDO and CMEO portfolios of board members and top donors.
• Correspondence: Draft, edit, and proofread emails, call reports, cover notes, acknowledgments, and meeting summaries.
• Data & CRM Management: Enter and maintain engagement data accurately; track follow-ups; ensure timely stewardship and record integrity.

Benefits

• medical, dental, vision, and life insurance
• a 403(b) retirement plan with employer match, and a 12% employer contribution to a 401(a) retirement plan
• 20 days of accrued paid time off

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: No Education Listed