Executive Assistant

$62,400 - $62,400/Yr

Confidential - Greenwich, CT

Part-time,Full-time - Entry Level

Greenwich, CT

About the position

The Executive Assistant will provide high-level administrative support to the CEO and leadership team in a fast-paced, mission-driven environment. This role is essential for ensuring the smooth operation of executive functions, enabling the organization to maximize its impact on the communities it serves. The ideal candidate is highly organized, detail-oriented, and capable of managing multiple tasks effectively.

Responsibilities

• Manage front desk reception and telephone inquiries; screen and monitor security system for building entry.
• Update and maintain the office calendar.
• Proficient in a mail merge.
• Prepare thank you/tax letters for donors, event participants, and tribute cards.
• Manage logistics of annual campaign direct mail when not outsourced.
• Process all incoming records into the donor database, entering donations, pledges, and documentation, creating new accounts, and updating existing accounts.
• Ensure data integrity in the donor database by finding and resolving duplicate entries, invalid addresses, improper salutations, and address changes.
• Create name tags for programs and events.
• Procure food for meetings and assist with event set up, check-in, and breakdown as needed.
• Assist with scheduling board and committee meetings.
• Draft board minutes and maintain board and committee lists and files.
• Help coordinate allocations grant process and communications.
• Schedule Zoom meetings and email Zoom links to attendees before meetings.

Requirements

• Proven experience as an Executive Assistant, Administrative Assistant, or similar role.
• Exceptional organizational and time-management skills, with the ability to prioritize tasks and meet deadlines.
• Excellent written and verbal communication skills.
• High proficiency with PCs and Microsoft Office Suite (Word, Excel, PowerPoint).
• Experience with databases, preferably experience with Blackbaud or other similar constituent relationship management or donor databases, is a plus.
• Experience with Constant Contact a plus.
• Ability to manage multiple projects simultaneously with high accuracy and strong attention to detail.
• A proactive, problem-solving attitude with the ability to work independently and cooperatively as part of a team.
• Able to lift and move objects up to 20 pounds.

Nice-to-haves

• Bachelor's degree preferred.
• Experience with Constant Contact a plus.