Executive Assistant (Volunteer)

Volunteer Executive Assistant – Key Responsibilities 

The Volunteer Executive Assistant at the Kiona Foundation will play a crucial role in supporting leadership, streamlining operations, and contributing to the foundation’s mission of advancing pediatric cancer research, advocacy, and support for families. Below is a list of meaningful tasks that will help drive impact in key areas:  

1️⃣ Executive & Administrative Support (Assisting the President & Executive Director) 

✅ Manage and maintain the Executive Director’s calendar, schedule meetings, and coordinate appointments 

✅ Handle email correspondence, draft professional emails, and manage follow-ups with key stakeholders 

✅ Prepare meeting agendas, take minutes, and track action items for executive and board meetings 

✅ Organize digital files, documents, and donor/volunteer databases for easy access 

✅ Research and summarize key information to support strategic decision-making 

✅ Assist in preparing reports, presentations, and proposals for partnerships and fundraising initiatives  

2️⃣ Volunteer Recruitment & Coordination 

✅ Post volunteer opportunities on platforms like VolunteerMatch and Idealist 

✅ Screen potential volunteers by reviewing applications and conducting initial interviews 

✅ Organize and maintain a volunteer database with up-to-date contact information and skill sets 

✅ Assist in onboarding new volunteers, including training materials and orientation sessions 

✅ Track volunteer engagement and recognize contributions through appreciation efforts  

3️⃣ Donor Engagement & Fundraising Support 

✅ Maintain and update the donor database, ensuring accurate records of donations and interactions 

✅ Draft thank-you letters, acknowledgment emails, and donor appreciation messages 

✅ Assist in researching potential donors, sponsors, and grant opportunities 

✅ Coordinate follow-ups with past and potential donors to strengthen relationships 

✅ Support crowdfunding and online fundraising initiatives through social media engagement  

4️⃣ Event Planning & Logistics 

✅ Assist in planning and coordinating fundraising events, awareness campaigns, and community outreach initiatives 

✅ Manage RSVPs, guest lists, and communications for events 

✅ Help secure sponsorships, auction items, and in-kind donations for fundraising activities 

✅ Coordinate logistics, such as venue booking, vendor communication, and promotional materials 

✅ Support post-event follow-ups, including surveys, thank-you emails, and impact reports  

5️⃣ Marketing & Outreach Assistance 

✅ Help draft social media content related to fundraising, volunteer recruitment, and event promotions 

✅ Assist in writing newsletters, blog posts, and press releases to engage the community 

✅ Update website content related to volunteer opportunities, events, and donor recognition 

✅ Support outreach to potential media partners and community organizations  

6️⃣ Special Projects & Mission-Driven Support 

✅ Conduct research on pediatric cancer statistics, funding gaps, and advocacy initiatives 

✅ Assist in drafting proposals and grant applications to secure funding for research and family support programs 

✅ Support initiatives related to the Kiona Foundation’s long-term strategic goals  

Ideal Commitment 

• Time Commitment: 5-10 hours per week (flexible based on availability)  
• Location: Remote, with opportunities for in-person event support if local  
• Skills Required: Strong organizational, communication, and administrative skills; experience with Google Workspace, Microsoft Office, and project management tools preferred 

• This role is ideal for someone passionate about making a tangible impact in pediatric cancer advocacy while gaining experience in nonprofit operations, executive support, and fundraising.