JOB DESCRIPTION

Salary: $70,304

(Exempt)

SUMMARY

Under limited supervision, the Executive Assistant provides professional, confidential executive support to the CEO and development team and coordinates the operations of the campaign (including major donor meetings, campaign committees, small campaign events, and reporting). The role combines high‑level executive assistance, board governance support, and donor/campaign coordination to keep the organization and the campaign on schedule and moving with momentum.

This is a confidential position.

ESSENTIAL DUTIES & RESPONSIBILITIES:

1) Executive & Board Leadership Support

• Manage the CEO’s and development leadership’s calendars and priorities; schedule meetings for the President, Board leadership, and senior staff.

• Prepare agendas, briefing packets, and supporting materials; coordinate logistics and technology.

• Create Board agendas and packets; track quorum; prepare minutes using AI tools; and maintain a well‑organized archive of approved policies and Board documents.

• Draft, proofread, and format executive correspondence, presentations, and meeting notes with a high standard of accuracy and tone.

2) Campaign Coordination (Major Donors, Committees, Reports)

• Arrange major donor meetings (dining reservations, campus tours, confirmation emails) and coordinate schedules with solicitors.

• Customize, maintain, and assemble donor meeting packets and materials; ensure timely delivery to meeting leads.

• Attend key donor/committee meetings; capture notes; track action items; follow through to ensure promised materials and next steps are delivered.

• Conduct basic prospect identification and research, preparing concise prospect briefs for executives and volunteer leaders.

• Plan and support small campaign‑related events (invitations, RSVPs, onsite logistics, vendor coordination, budget tracking, host coordination, and follow‑up).

• Maintain updated campaign reports and dashboards; coordinate with development staff to ensure activity with campaign donors aligns with other fundraising programs.

• Maintain the naming‑opportunities list and coordinate gift acknowledgment workflows so every gift/pledge is acknowledged promptly (within service standards).

3) Donor & VIP Hospitality

• Serve as lead host for VIP donor visits; prepare briefing materials; ensure an exceptional, branded experience from invitation to follow‑up.

• Support donor stewardship, including drafting thank‑you letters and coordinating collateral, tours, and executive touchpoints.

4) Communications & Public Phase Support

• Support execution of donor communications plans; coordinate with staff/consultants on talking points, timelines, and asset organization.

• During the public phase, coordinate public‑facing campaign activities and maintain momentum by aligning schedules, messages, and materials.

5) Operations & Team Cadence

• Oversee office operations and vendor/service requests (IT tickets, facilities/work orders) and keep common spaces organized.

• Prepare staff and team meeting agendas; track process updates; circulate key changes; assist with proofing of donor‑facing materials prior to release.

• Coordinate the Patient Greatest Needs Fund workflow in accordance with approved protocols; ensure timely approvals and disbursement coordination with Finance.

• Coordinate stocking and distribution of Foundation materials (e.g., grateful patient, planned giving).

6) Compliance, Confidentiality, and Culture

• Handle sensitive information with discretion; model superior customer service and brand stewardship with donors, partners, hospital staff, and the public.

• Promote efficient, equitable, and transparent processes in alignment with Foundation policies and donor intent.

REPORTING RELATIONSHIPS

The Executive Assistant & Campaign Coordinator reports to the President & CEO.

QUALIFICATIONS

• Education/Experience: Bachelor’s degree preferred (or equivalent experience). 5+ years in executive support, development/campaign coordination, or related role.

• Skills: Expert calendar/meeting management; meticulous organization; professional writing/proofreading; prospect research fundamentals; event logistics.

• Tools: Proficiency with Google Workspace and Microsoft 365 (SharePoint, Word, Excel, PowerPoint). Familiarity with Consumer Relationship Management (CRM) workflows.

• Attributes: Discretion, diplomacy, service‑orientation, systems mindset, and ability to manage competing priorities with minimal supervision.

• License: Valid California driver’s license and proof of insurance (role includes occasional driving).

INTERPERSONAL SKILLS

Must have superior relationship-building competencies with multiple, diverse constituencies.

CERTIFICATES, LICENSES, AND REGISTRATION

Driving is an essential job function. California Driver's License and proof of automobile insurance required.

PHYSICAL DEMANDS

Regularly required to sit, talk, hear, and use a computer for extended periods; must occasionally lift up to 20 lbs. Reasonable accommodation may be made to enable individuals with disabilities to perform essential functions.

To apply, go to Indeed.com: Executive Assistant Jobs, Employment in Salinas, CA | Indeed or send your resume and cover letter to Lisa@natividadfoundation.org