Executive Assistant

Reports to: Sr. Director of Development

Hours: 40 hours per week, weekdays, limited weekend and evening work for events 

Classification : Hourly, Non-Exempt
Location: Hybrid
Benefits: Comprehensive benefits package: Medical, dental, vision, FSA, HSA, term life, AD&D insurance, 403(b) plan w/employer matching following 90 day wait period, accrued sick leave, 9 paid holidays, 4 personal days, up to 15 vacation days a year.

BACKGROUND 

Acres of Diamonds’ mission is to create lasting change for moms and kids experiencing homelessness through a caring community. As one of the few facilities in Eastern King County specifically serving women and children experiencing homelessness, our organization strives to meet the current need and increase our capacity through innovation. Our services and programs are focused on healing through relationships. We value and depend on the whole community—residents, staff, volunteers, donors, and surrounding communities—to fulfill our mission. 

POSITION SUMMARY 

 We are seeking a highly organized, proactive, and relational Executive Assistant to provide administrative support to the CEO and coordination support to Major Gift Officers. This role serves as a key connector between the CEO, Major Gift Officers (MGO’s), major donors, volunteers, and community partners. Responsibilities include managing the CEO’s schedule, preparing materials, coordinating meetings and events, maintaining donor communications, and supporting major donor cultivation and stewardship. The ideal candidate is a strong communicator, detail-oriented problem-solver, and collaborative professional who exercises sound judgment, discretion, and high professionalism in a mission-driven environment. This position is critical to strengthening major donor relationships and advancing the organization’s mission and will work closely with the current Executive Assistant who works with the COO and the Board of Directors. 

GENERAL DUTIES AND RESPONSIBILITIES 

Executive Support: 

• Provide high-level administrative support to the Chief Executive Officer (CEO). 

• Ensure timely and professional responses to all phone, email, and in-person inquiries. 

• Draft correspondence and other written materials for internal and external distribution 

• Manage CEO’s complex calendar for meetings, appointments, and scheduling priorities. 

• Manage CEO email, organization, and necessary follow-up.  

• Prepare events, travel, and lodging arrangements for the CEO. 

• Track CEO key projects, commitments, and action items to ensure follow-through. 

• Work in tandem with other assistants on all related matters 

• Maintain strict confidentiality. 

Major Donor Relations Support: 

• Using our donor management systems (CRM), prepare donor meeting briefings for the CEO and MGO’s, including donor backgrounds, interests, giving history, and relationship opportunities. 

• With the Sr. Director of Development, plan and Facilitate the Major Donor Portfolio weekly meeting 

• With the development team, collaborate on donor meetings, tours, lunches, and cultivation events. 

• Support off-site donor meetings and functions. 

• Using the CRM, track donor interactions, next steps, and stewardship activities. 

• Draft donor correspondence, thank-you letters, and follow-up communications. 

• Maintain accurate major donor records within CRM 

• With the CRM, Generate reports, prospect lists, and donor preparation materials. 
  

SKILLS AND QUALIFICATIONS 

• Strong alignment with Acres of Diamonds mission and values. 

• Personal relationship with Jesus Christ. 

• Exceptional organizational and project management skills. 

• Strong written and verbal communication abilities. 

• High level of professionalism, discretion, and emotional intelligence. 

• Ability to manage multiple priorities and maintain confidentiality. 

• Strong customer service and relationship-building skills. 

• Competency with Microsoft Office, Outlook, Teams, Word, Excel, and donor database systems. 

REQUIREMENTS 

• Minimum three years of administrative, executive support, development, or project coordination experience. 

• Associate’s or Bachelor’s degree preferred. 

• Experience supporting senior leaders or fundraising teams preferred. 

• Valid driver’s license, automobile insurance, and reliable transportation. 

• Ability to pass a background check. 

• Ability to maintain strict confidentiality regarding donor and organizational information. 

Acres of Diamonds is a Christian 501(c)(3) organization where homeless women, and their children receive the help and resources they need to build lasting, healthy lives. 

It is our policy to hire, promote, transfer, terminate and make all other employment-related decisions without regard to any employee’s race, color, sex, age, national origin, veteran status or disability or any other basis prohibited by law.  As a religious organization, we are permitted, and reserve the right, to prefer employment on the basis of religion, per Title VII, Section 702-703, vs. Civil Rights Act of 1964.  We believe that the effectiveness of this ministry is directly related to the depth and sincerity of commitment to Jesus Christ demonstrated by each employee.  Therefore, each employee must be committed to the pursuit of a lifestyle, on and off the job, consistent with our mission, compatible with historical standards of morality and reflecting the message, mission, and character of Jesus Christ.