The posting
Job title: Executive Assistant, Development and Events
Location: New York, NY
FLSA Status: Full Time, Non-Exempt (overtime-eligible)
Classification: Administrative Support
Compensation: $62,000 - $68,000 per year (hourly, non-exempt) based on a 35-hour workweek. This role is expected to work 40+ hours per week, with overtime at 1.5x paid for all hours beyond 40. With projected overtime, total first year earnings are estimated to range from $71,000 - $78,000. Actual compensation will depend on hours worked.
Department: Development
Reports to: Senior Director of Development and Events at Catholic Charities of the Archdiocese of New York (CCNY)
Supervisory Responsibilities: Yes _____ No ___X___ (No direct reports; however, this role coordinates closely with the Senior Director's team of 4 direct reports, expected to grow to 5-7, and supports the flow of their work.)
Position Summary: The Executive Assistant (EA) provides high-level administrative and strategic support to the head of Development enabling them to focus on development strategy, fundraising, and stakeholder engagement. The EA will be the Senior Director’s primary operational partner, managing communications, scheduling and coordination with internal teams and external partners in addition to project support. The Senior Director leads Development and Events, including a calendar of 15 to 20 events per year and a portfolio of the organization's most significant donors. This position keeps that work organized and moving managing the Senior Director's time, preparing for donor meetings, and carrying administrative responsibility across the event calendar. The role also involves coordinating with the Senior Director's team of direct reports (currently four, growing to five to seven) to keep their work aligned and moving. The role requires discretion, sound judgment, and confidence working with donors, Board members, event chairs, clergy, and vendors.
Essential Duties and Responsibilities
Executive Support
- Act as primary point of contact for the Senior Director, managing internal and external communications, including email correspondence, development and events team, and stakeholder updates.
- Management of Senior Director's calendar, resolving competing demands and protecting time for internal and external meetings.
- Prepare briefing materials for donor and Board meetings.
- Draft and edit correspondence, agendas, and presentations for the Senior Director's review.
- Arrange travel and prepare itineraries for meetings and events across the New York region.
- Process expense reports, invoices, and contracts, and resolve questions with Finance.
- Screen incoming requests, prioritizing and redirecting them as appropriate.
- Maintain organized files, including confidential donor records.
Donor and Board Support
- Schedule cultivation and solicitation meetings, record contact reports in Raiser's Edge, and track next steps.
- Coordinate acknowledgment and stewardship correspondence, including acknowledgment letters, proposals, pledge reminders, and recognition materials.
- Serve as a professional first point of contact for donors, Board members, event chairs, and honorees.
- Prepare materials for Board and committee meetings, including agendas and revenue reports.
- Ability to handle confidential donor and financial information with discretion.
Event Support
- Support the annual event calendar, including The Archbishop’s Christmas Luncheon, the Annual Catholic Charities Gala, The Archbishop’s Open and St. Francis Reception.
- Maintain event timelines, task trackers, run-of-show documents, and staffing assignments.
- Track sponsorship and ticket commitments, payments, benefit fulfillment, seating, and guest lists.
- Coordinate with vendors, venues, printers, and mailhouses on schedules, orders, and materials.
- Support event committee meetings and follow-up correspondence.
- Staff events on site, including registration, check-in, and volunteer coordination.
Coordination and Office Operations
- Track deadlines for materials the Senior Director needs from colleagues across the organization and follow up to ensure they are met.
- Route drafts for review and approval and keep current versions of shared documents.
- Schedule recurring meetings, record follow-up items, and circulate notes.
- Order supplies and keep event paperwork and licensing documentation current.
- Perform other duties as assigned in support of CCNY's fundraising goals.
Requirements
Qualifications
- Bachelor's degree preferred; equivalent professional experience considered.
- 5-7 years of experience supporting C-suite or senior executives is required for this role.
- Experience interacting with donors, Board members, and other senior external and corporate contacts.
- Proficiency in Microsoft Office (advanced Outlook and calendar management, PowerPoint, Excel); experience with Raiser's Edge or a comparable CRM/database a plus.
- Exceptional organizational skills, with meticulous attention to detail and the ability to manage competing deadlines across a fast-paced, high-volume calendar.
- Absolute discretion with confidential, sensitive, and proprietary information.
- Strong executive communication skills: writing, proofreading, and representing the executive's voice in correspondence.
- Ability to anticipate needs, exercise independent judgment, and follow through without close supervision.
- Genuine commitment to the mission of Catholic Charities and its Catholic identity.
Position Type and Expected Hours of Work
This is a full-time position. Days and hours of work are generally full-time, Monday through Friday, with core business hours on site. The organization's standard workweek is 35 hours; in practice this role is expected to work approximately 40 hours per week, and regularly requires evening hours and occasional weekend hours to meet deadlines and staff events. These hours are expected rather than exceptional. This is a non-exempt position: hours worked between 35 and 40 in a week are paid at the regular hourly rate, and any hours worked beyond 40 in a week are compensated as overtime in accordance with applicable law. This role is ideal for someone who thrives in a fast-paced, mission-driven nonprofit environment and is available for the evening and event commitments the work involves.
Working Conditions and Physical Demands
- Remain at a workstation and use a computer at least 50% of the time.
- Attend evening and weekend events, and holidays on occasion.
- Travel for events and meetings, traverse city streets, ascend and descend stairs, and be exposed to outside weather.
- Work under deadline pressure and engage with the public in social settings.
- Lift at least 25 lbs.
- Fully in office 5 days.
Catholic Charities and Catholic Charities Community Services is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability status, protected veteran status or any other characteristics protected by law.
