Executive Assistant (part-time)

The Executive Assistant is a part-time staff member of Marin Foster Care Association (MFCA) who reports directly to the Executive Director. This position provides administrative and operational support to the Executive Director and organization, helping ensure that day-to-day activities, communications, meetings, and special projects run efficiently.

The ideal candidate is highly organized, proactive, detail-oriented, and comfortable managing multiple priorities in a fast-paced nonprofit environment. This person should enjoy being the person who keeps things moving, anticipates needs, and follows through on the many details that support MFCA’s work.

GENERAL RESPONSIBILITIES

1. Executive & Administrative Support

• Provide day-to-day administrative support to the Executive Director
• Manage phone, email, mail, and general correspondence as assigned
• Assist with scheduling, meeting coordination, and calendar logistics
• Help prepare materials, documents, and information needed for meetings and presentations
• Track follow-up items and help ensure deadlines and commitments are completed
• Maintain organized electronic and physical filesHandle confidential and sensitive information with discretion
• Weekly errands that support the organization and office (includes picking up packages, dropoffs at resource or donor’s home, etc. Monthly errands could include dropoffs at partner resource centers in the Bay Area.)

2. Executive & Donor Support

• Assist with scheduling and calendar management, including donor, prospect, partner, and community meetings
• Maintain a system for tracking Executive Director donor and prospect follow-ups, including calls, emails, meetings, introductions, and other next steps
• Proactively remind the Executive Director of outstanding donor and prospect follow-ups and help ensure commitments are completed in a timely manner
• Schedule donor and prospect meetings and coordinate related logistics
• Prepare the Executive Director for donor and prospect meetings by gathering relevant information, including giving history, previous interactions, donor interests, meeting notes, and outstanding follow-up items
• Work with the Development team and/or Database Coordinator to ensure donor information and meeting notes are current and accessible
• Track action items resulting from donor and prospect meetings and assist with appropriate follow-through
• Handle confidential donor, youth, family, and organizational information with discretion

3. Fundraising & Event Support

• Provide administrative and logistical support for all MFCA fundraising events , including major annual fundraisers, donor cultivation events, house parties, and smaller donor gatherings
• Assist with event planning, timelines, logistics, guest communications, materials, data entry and administrative needs
• Help track event deadlines, assignments, sponsorships, auction items, and outstanding deliverables
• Assist with donor and sponsor correspondence and event-related communications
• Provide on-site support before, during, and following fundraising events
• Assist the Executive Director with donor and prospect follow-up after events

4. Meetings, Speaking Engagements & Presentations

• Coordinate logistics for on-site and off-site meetings
• Support Resource Parent meetings and other community gatherings
• Coordinate details for outside speaking engagements and presentations involving the Executive Director

QUALIFICATIONS & SKILLS

• 3+ years of administrative, executive assistant, office management, nonprofit, or related professional experience preferred
• Exceptional organizational skills and attention to detail
• Strong written and verbal communication skills
• Ability to manage multiple priorities and deadlines simultaneously
• Proactive approach with the ability to anticipate needs and solve problems independently
• Strong follow-through and commitment to completing tasks
• Comfortable communicating professionally with staff, board members, donors, Resource Parents, community partners, and vendors
• Ability to handle confidential and sensitive information with discretion
• Proficiency with Google Workspace, Microsoft Office, and ability to learn new technology and systems
• Ability to work independently while being part of a small, collaborative team
• Flexible, resourceful, positive, and willing to jump in where needed
• Strong commitment to MFCA’s mission and the children, youth, and familie…