Executive Assistant

Title:                    Executive Assistant

Reports To:        Chief Philanthropy Officer

Status:                Full-time, non-exempt

Salary Range:    $62,000 to $75,000

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Position Summary

The Arizona Community Foundation (ACF) is seeking a highly organized and proactive Executive Assistant to provide high-level administrative support to the Chief Philanthropy Officer, the VP, Development, and other Philanthropy Team leaders as requested. This role requires exceptional attention to detail, discretion, and the ability to manage multiple priorities in a fast-paced, mission-driven environment. The ideal candidate will embody ACF’s core values of collaboration, gratitude, inclusivity, and trust, and positively contribute to a people-first culture.

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Key Responsibilities

Strategic Calendar Management

• Proactively manage complex calendars and schedule meetings with internal and external stakeholders, adjusting to accommodate emerging or changing priorities.
• Collaborate with Chief Philanthropy Officer to develop and maintain a regular cadence of team meetings and one-on-one meetings with direct reports and others as requested.  Adjust internal meetings, as needed, to accommodate more pressing items.
• Draft meeting agendas and assist with preparation of materials and briefs, take minutes, and prepare communications to executive team and CEO ahead of and after meetings, addressing follow-up tasks as required.

Workflow Coordination & Inter-departmental Collaboration

• Track and manage deadlines, deliverables, and priorities for the Chief Philanthropy Officer and the team.
• Serve as a liaison between the Chief Philanthropy Officer and internal/external stakeholders. Support special projects and cross-functional initiatives assigned.
• Serve as a primary point of contact and liaison between the Chief Philanthropy Officer and internal and external stakeholders, including donors, fundholders, professional advisors, board members, committee members, and community partners.
• Build and maintain positive working relationships with donors, fundholders, volunteers, and board members, ensuring responsive, professional, and confidential communication.
• Support donor cultivation, stewardship, and engagement activities by coordinating meetings, correspondence, briefing materials, and follow-up actions for the Chief Philanthropy Officer and philanthropy leadership team.
• Develop strong relationships with other executive assistants and coordinators across the organization to contribute to a culture of engagement, support, and idea-sharing.

Communications & Documentation

• Prepare and edit correspondence, reports, presentations, and other documents.
• Assist with the coordination, preparation, and distribution of materials for executive team, including agendas, presentations, reports, minutes, and follow-up action items.
• Create and update documentation for internal processes related to the workflow of the team.
• Maintain file systems for Chief Philanthropy Officer and team, ensuring organized, accessible digital (and paper) files, making and implementing suggestions for improvement.
• Manage and prioritize Chief Philanthropy Officer inbox, as requested, to ensure priority emails and action items are addressed and unwanted emails are deleted.
• Maintain confidentiality and handle sensitive information with professionalism.

Other

• Serve as the backup EA for the CEO Office.
• Coordinate travel arrangements as needed.
• Provide administrative and logistical support for board and board committee work, donor engagement activities, stewardship events, and other philanthropy-related initiatives.
• Manage credit card expense reporting, contract coordination through Docusign, and invoice preparation and submission for the team.
• Learn and become proficient in ACF’s technology platforms including all Microsoft products (Teams, Outlook, Word, Excel, PowerPoint), CRM (Salesforce), and other systems related to productivity and efficient workflows.

Qualifications

• Minimum of 7-10 years of experience in executive-level administrative support.  Experience in a nonprofit  environment helpful but not required.
• Strong organizational and time management skills with the ability to prioritize and solve problems effectively.
• Excellent written and verbal communication/presentation skills.
• Resourceful, fast learner that puts their best-effort work forward consistently. Ability to work and think ahead, resolving potential issues and planning for the best use of executives’ time.
• Demonstrated proficiency in Microsoft Office Suite tools, virtual collaboration tools, databases and project management applications and strong desire to learn and adopt new technology, including the ethical use of AI.
• Sound judgement and discretion with the proven ability to keep confidences related to confidential and sensitive information secure.
• Professional and respectful approach to work with colleagues.  Steady, calm under pressure, ability to effectively diffuse conflict.
• Exceptional interpersonal and relationship-building skills with both internal and external stakeholders and a customer service mindset.
• Experience working collaboratively across departments with colleagues at all levels to accomplish work.
• Embodies ACF’s core values in working with internal and external stakeholders and has a passion for community service and impact.

The intent of this job description is to provide a representative summary of the major duties and responsibilities performed by incumbents of the position. Incumbents may be required to perform other job-related tasks other than or in addition to those specifically presented in this description.

ACF is an Equal Employment Opportunity Employer and does not discriminate against a job applicant or an employee because of the person's race, color, religion, sex (including pregnancy, gender identity, and sexual orientation), national origin, age (40 or older), disability or genetic information.  ACF does not discriminate against a person because the person complained about discrimination, filed a charge of discrimination, or participated in an employment discrimination investigation or lawsuit.