Executive Assistant and Philanthropy Specialist

Description

Central Baptist Village is a not-for-profit, faith-based community with more than a century of dedicated service in caring for older adults. We are a CMS five star rated community and our reputation for quality care has brought generation after generation of family members to live and thrive at our community.

Central Baptist Village, a heart to serve is at the core of everything we do. This isn’t just a workplace; it’s a community where your compassion enriches lives every day. Every caring action, every smile, every moment of kindness adds life into our village. Here, you’re more than an employee - you’re the heart of what we do.

The Executive Assistant and Philanthropy Specialist provides high-level administrative support to the CEO and plays a key role in the organization’s philanthropy efforts. The Executive Assistant and Philanthropy Specialist is pivotal in managing the CEO's day-to-day activities, helping ensure smooth operations, and advancing the mission of the organization. The Executive Assistant and Philanthropy Specialist coordinates complex schedules, manages communication, organizes meetings, supports fundraising, handles confidential information, maintains documents for local, state, and federal regulatory bodies, and ensures the efficient operation of the executive office and philanthropy program.

Salary: $75,000

Key Responsibilities

1. Administrative Support:
2. Provide direct administrative support to the CEO, including calendar and meeting management, anticipating her needs.
3. Prepare and edit correspondence, reports, presentations, and other documents as needed.
4. Organize and maintain filing systems, both physical and digital.
5. Manage phone calls, emails, and mail, screening and responding where appropriate.
6. Prepare agendas, materials, and format minutes for selected meetings.
7. Coordinate logistics for meetings, including scheduling and gathering materials.
8. Process confidential and sensitive information with discretion and professionalism.
9. Event Planning:
10. Assist in planning and executing a variety of organizational events including philanthropy activities and community celebrations.
11. Ensure that all events are well organized and executed on time.
12. Philanthropy and Community Relations Support:
13. Maintain familiarity with CBV Philanthropy Plan and execute aspects of the Plan under the CEO’s direction.
14. Coordinate logistics for philanthropy events, donor meetings, and community outreach activities.
15. Track donor relations and assist in maintaining positive relationships with key supporters and partners.
16. Process donations with donor management system (Bloomerang), ensuring data integrity.
17. Facilitate acknowledgement and stewardship of donors through letters, notes, personal cards, and direct contact.
18. Conduct prospect research and assist with community partnerships.
19. Communication and Coordination:
20. Draft, review, and edit correspondence, reports, presentations, and other documents as needed.
21. Function as a liaison between the CEO and staff, residents, families, and vendors.
22. Manage phone calls, emails, and other correspondence for the CEO, prioritizing responses and follow-up actions.
23. Project Management:
24. Assist in the planning and coordination of special projects, events, and other initiatives.
25. Track the progress of ongoing projects, ensuring timelines are met and reporting to the CEO, as necessary.
26. Help implement and track operational initiatives designed to improve the quality of care and overall resident satisfaction.
27. Office Management:
28. Oversee office supplies and inventory for the CEO, ensuring that necessary materials and equipment are always available.
29. Coordinate and support the setup of meetings, conferences, and events hosted by the CEO.
30. Assist in the preparation and review of budgets and other financial documentation, as needed.
31. Staff Liaison and Support:
32. Provide support for the coordination of leadership and staff meetings.
33. Assist in onboarding new executive team members or senior staff as needed.
34. Facilitate the CEO’s interaction with staff, resolving any immediate concerns or requests efficiently.
35. Resident and Family Interaction:
36. Address resident or family inquiries on behalf of the CEO, ensuring positive relations and swift resolution of any issues.
37. Support the creation of family newsletters, events, and community engagement initiatives.
38. Special Projects:
39. Assist in the coordination of key projects within the community, particularly those related to service improvement, resident engagement, and organizational growth.
40. Lead initiatives as needed to support the organization’s strategic vision.

Requirements

• 2-4 years' experience with high level administrative support and donor relationship management
• Experience in nonprofit philanthropy and fundraising activities and donor management
• Excellent written and interpersonal skills
• Strong critical thinking and attention to detail
• Ability to manage multiple complex projects and events
• Experience with donor database software; Bloomerang preferred
• Experience in aging services sector preferred
• Affinity for mission and ability to represent CBV to internal and external audiences
• Bachelor’s degree required
• Submit writing sample as part of interview process