Executive Assistant

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Position Summary

The Executive Office and Development Assistant provides high-level administrative and operational support to the Executive Office while providing essential administrative support to Beech Brook’s Development and fundraising activities. This position also assists with Human Resources, agency events, compliance activities, and other agency functions as directed by the President & CEO. The position requires exceptional organization, discretion, attention to detail, and the ability to manage multiple priorities in a fast-paced nonprofit environment. The Executive Office and Development Assistant serves as a key administrative liaison between the Executive Office, Development, employees, Board members, donors, funders, vendors, community partners, and other external stakeholders. The successful candidate is highly organized, proactive, flexible, resourceful, and able to work independently while collaborating effectively with others. The position requires the ability to handle confidential and sensitive information with professionalism and discretion.

Essential Functions

Development & Fundraising Support

• Manage correspondence with donors and funders throughout the fiscal year, including timely preparation and distribution of acknowledgment letters.
• Maintain accurate donor and funder records and ensure information is entered and updated appropriately.
• Manage the Raiser’s Edge database, including gift entry, general updates, data maintenance, and routine quality control.
• Maintain donor lists, reports, and related development records.
• Complete monthly administrative tasks related to donations, online giving, and gift processing.
• Assist with donor and fundraising reporting and other Development Department administrative needs.
• Support the Development Department with special projects, donor communications, and fundraising initiatives as assigned.
• Maintain confidentiality of donor information and ensure records are handled in accordance with agency policies and applicable requirements.

Executive Office & Administrative Support

• Manage calendars and scheduling for the President & CEO and Executive Office, including internal and external meetings.
• Serve as a primary administrative contact for the Executive Office, responding to inquiries and directing staff and external partners as appropriate.
• Coordinate meetings, agendas, materials, correspondence, and follow-up activities.
• Coordinate the review and routing of contracts, agreements, and other documents requiring executive review or approval.
• Arrange travel for Executive Office staff, including airfare, hotels, ground transportation, conference registration, and related materials.
• Coordinate and purchase approved airline travel for agency staff, seeking cost-effective options.
• Prepare, copy, scan, organize, and distribute documents and materials.
• Maintain organized electronic and paper files and records.
• Manage confidential and sensitive information in accordance with agency policies.
• Provide administrative support for Board and committee activities as assigned.
• Assist with special projects and other administrative initiatives as directed by the President & CEO.

Events & Operations

• Support the planning and execution of agency meetings, events, and special functions ranging from small internal meetings to events serving more than 100 participants.
• Assist with site selection, vendor research, obtaining bids, food and beverage planning, purchasing, logistics, and event administration.
• Coordinate with Operations and other agency staff to ensure successful event execution.
• Assist with agency-wide projects and provide temporary administrative support to departments as needed.
• Travel to other agency locations or community sites when required.
• Provide backup administrative support to other roles and departments as needed.

Human Resources & Compliance Support

• Serve as the administrative liaison with the state for Beech Brook’s Continuing Education (CE) Provider program.
• Maintain CE course files and documentation in compliance with state requirements and audit standards.
• Administer CE Broker, including entering courses and participants, maintaining records, and distributing CE certificates or credits in accordance with applicable requirements.
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