Fundraising, Administrative Support Virtual Assistant
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Job Description
Virtual Assistant supporting a nonprofit organization's fundraising, donor communications, and June event preparation. Managing administrative coordination, records, follow-ups, and operational task tracking.
Responsibilities:
- Assist with individual fundraising campaigns and donor engagement activities
- Support year-end fundraising initiatives, donor follow-ups, and acknowledgment communications
- Track donor interactions, contributions, follow-up requirements, and donor records
- Follow up with donors, supporters, fundraising contacts, vendors, partners, and stakeholders by email and phone
- Support preparation and coordination of the major June fundraising event for more than 200 attendees
- Prepare and send corporate sponsorship requests and follow-ups
- Monitor event registrations and send confirmations
- Coordinate with caterers and other event vendors
- Track event requirements, timelines, deliverables, and outstanding action items
- Provide day-to-day administrative and executive support to May Vaughn and two additional staff members
- Manage calendars, schedules, meetings, appointments, reminders, routine emails, inquiries, and troubleshooting responses
- Follow up on assigned tasks and pending deliverables and provide regular progress updates
- Organize organizational documents, historical board meeting notes, records, files, folders, and drives
- Establish and maintain a structured digital filing system in cloud storage
- Work through engineering and operational task lists and track website and backend system issues
- Coordinate resolution of technical and operational concerns and monitor pending issues
- Support internal systems, administrative workflows, and other operational projects
- Provide preliminary administrative support for the organization's 30th anniversary celebration planned for 2028
- During onboarding, review the June event work plan, donor records, sponsorships, registrations, vendors, task backlog, engineering backlog, and historical documentation
- Help improve organization, follow-through, communication, documentation, and visibility of outstanding work
Requirements:
- Previous experience in fundraising, nonprofit administration, donor relations, or general administrative support is highly preferred
- Experience supporting nonprofit organizations, charities, or community-focused organizations is an advantage
- Familiarity with donor management and fundraising processes
- Experience handling email correspondence, follow-ups, scheduling, and administrative coordination
- Strong organizational and documentation skills
- Excellent written and verbal English communication skills
- Comfortable making outbound calls and following up with donors, vendors, partners, and other stakeholders
- Ability to manage multiple priorities and meet deadlines
- Strong attention to detail and accuracy
- Ability to work independently, take initiative, and identify tasks that need attention
- Comfortable working with AI-assisted tools and digital productivity platforms
- Comfortable using or willing to learn Salesforce, Bonterra / Network for Good, Zoom, Microsoft Teams, email platforms, Google Drive / cloud storage, AI chat tools, telephone / calling tools, and an event management platform
- Female, as explicitly requested by the client
- Comfortable handling sensitive donor and organizational information
- Flexible and willing to handle both fundraising-related and general administrative responsibilities
- Comfortable working with a small team and communicating with different stakeholders
- Minimum 3-month commitment, subject to agency terms
Benefits:
- Part-time engagement of 10 hours per week
- Up to 3 additional hours may be considered
- Minimum 3-month commitment, subject to agency terms
- Client's time zone preferred
- Schedule coordinated with the client
- Email strongly preferred as the communication channel
- Client values written documentation and organized records
- May participate in staff meetings or work from meeting recordings and AI-generated notes, depending on the arrangement
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