What are the responsibilities and job description for the Executive and Development Assistant position at FiftyForward?
Executive and Development Assistant
Non-Exempt, Full-Time, 40 hours per week
Overview:
The Executive and Development Assistant provides comprehensive administrative and development support to FiftyForward’s leadership team. This role is key to ensuring smooth day-to-day operations, managing complex schedules, handling confidential information, and coordinating activities. The position also supports fundraising and donor stewardship by maintaining the donor database, processing gifts, preparing acknowledgments, generating reports, and assisting with donor communications and special events.
The ideal candidate is highly organized, proactive, and professional—capable of managing multiple priorities, meeting deadlines, and building strong relationships across the organization to advance FiftyForward’s mission and initiatives.
Essential Functions (Duties/Responsibilities):
Non-Exempt, Full-Time, 40 hours per week
Overview:
The Executive and Development Assistant provides comprehensive administrative and development support to FiftyForward’s leadership team. This role is key to ensuring smooth day-to-day operations, managing complex schedules, handling confidential information, and coordinating activities. The position also supports fundraising and donor stewardship by maintaining the donor database, processing gifts, preparing acknowledgments, generating reports, and assisting with donor communications and special events.
The ideal candidate is highly organized, proactive, and professional—capable of managing multiple priorities, meeting deadlines, and building strong relationships across the organization to advance FiftyForward’s mission and initiatives.
Essential Functions (Duties/Responsibilities):
- Provides administrative support services for Leadership Team.
- Manages the info@fiftyforward.org inbox to track reservations for events as needed.
- Assists Leadership Team in administrative functions including preparing for special projects and events including Annual Board of Directors Meetings; Board Orientation, Leadership Events and other special or called meetings.
- Responsible for reserving and ensuring the correct set-up for various committee, board or pop-up meetings.
- Responsible for maintaining the calendar for conference room reservations and handles all reservations and scheduling for its usage.
- Prepares agendas and records minutes for various committee meetings and distributes minutes to appropriate parties.
- Manage daily mail distribution and maintain copier/scanner operations, including supplies and basic upkeep.
- Responsible for organization, upkeep, purchasing and stock of PHB office supplies in copy room.
- Responsible for completing any additional tasks or duties assigned by the Leadership Team.
- Manage donor database including entering/recording weekly gifts, writing and mailing thank you notes
- Update constituents/donors/prospective donors ensuring database information is accurate (do-not-mail request, change of address, etc.)
- Gather appropriate donor lists from database for annual mailings, donor campaigns, special events, check for accuracy and distribute to managers
- Generate and distribute donor and grant reports for managers and directors using the agency’s database, as well as data from external giving platforms such as Benevity, Frontstream, and CyberGrants.
- Create and monitor event pages in databases to coincide with agency fundraising events
- Demonstrate proficiency with email and digital marketing tools, including donor engagement platforms such as Constant Contact and similar systems.
- Works with internal and external partners to book meetings; proactively prepares all meeting materials
Qualifications:
- Strong organizational and time management skills with the ability to manage multiple priorities and meet deadlines.
- Excellent written and verbal communication skills.
- Proficiency in Microsoft Office Suite and database management systems; experience with donor management software preferred.
- Ability to handle confidential information with discretion and professionalism.
- Detail-oriented, proactive, and resourceful problem solver.
- Strong interpersonal skills and the ability to work collaboratively across departments.
Education and Experience:
- High School Diploma or GED is essential while an Associates degree or Bachelor’s degree in Business Administration, Nonprofit Management, Communications, or a related field preferred.
- Minimum of three (3) years of administrative experience, preferably in a nonprofit, development, or executive support role.
- Experience managing databases, coordinating meetings or events, and supporting senior leadership strongly preferred.
Work Environment and Physical Requirements:
- This position operates primarily in a professional office environment.
- Regularly uses standard office equipment such as computers, phones, copiers, scanners, and postage machines.
- Frequently required to sit, stand, walk, bend, and occasional lifting or move up to 20 pounds.
- Must be able to remain in a stationary position for extended periods while performing computer-based tasks.
- Occasional local travel may be required for meetings, events, or errands.
- The role requires the ability to manage multiple priorities in a fast-paced environment while maintaining attention to detail and a high degree of professionalism.
- EEO Statement/Diversity Statement:
FiftyForward is committed to providing equal employment opportunity for all persons regardless of age, disability, national origin, race, color, creed, religion, sex, sexual orientation, gender, gender identity or expression, pregnancy, veteran or military status, genetic information or any other status protected by applicable federal, state, or local law.
At FiftyForward we see and celebrate the differences in every person. Together, we are creating a responsive community that is open, engaged, and accepting of all.
Agency Competencies:
Employees should be committed to:
- Serving older adults with tenderness and understanding while elevating and responding to their needs, as we believe service to others is life’s highest calling.
- Ensuring every interaction, regardless of complexity or difficulty, is met with kindness and empathy, giving hope to those who think they are alone in this world.
- Nurturing and promoting a compassionate team and community that supports, honors, and values all older adults without judgement.
- Working with integrity, holding ourselves accountable as we do the rewarding work of service to honor and benefit older adults.
- Connecting older adults to one another, resources and to the greater community, helping to overcome isolation and leading to longer, healthier lives.
- Building an inclusive community through providing safe spaces for every older adult to gather and feel a genuine sense of closeness in all centers and programs.