Executive Assistant

Position Summary

The Executive Assistant serves as a strategic administrative partner to the Chief Executive Officer while providing operational leadership for the council's governance and fund development functions. This position acts as the primary liaison between the CEO, Board of Directors, delegates, and key stakeholders while coordinating the administrative operations that support fundraising, donor stewardship, grants management, governance compliance, and executive initiatives.

This role ensures the effective administration of Board governance, executive operations, donor database management, fundraising activities, grant administration, and organizational records. Working closely with the Chief Executive Officer, Chief Development Officer, Board leadership, and internal departments, the Executive Assistant, Governance & Development helps advance the council's strategic priorities through exceptional organization, communication, and relationship management.

Essential Duties and Responsibilities

Executive & Governance Support

• Serve as the primary administrative partner to the CEO, providing executive-level support including calendar management, travel coordination, meeting preparation, presentations, correspondence, and special projects.
• Serve as the primary liaison between the CEO, Board President, Board of Directors, committee chairs, delegates, and internal and external stakeholders.
• Coordinate all Board of Directors, Executive Committee, committee, delegate, and Annual Meeting logistics including agendas, meeting materials, minutes, and follow-up actions.
• Ensure governance records, policies, and documentation remain accurate and compliant with Girl Scouts of the USA requirements.
• Manage council delegate administration and coordinate participation in GSUSA National Council Sessions and conventions.
• Coordinate board member onboarding, board retreats, governance training, and committee resources.
• Maintain governance records and oversee the council's records retention related to governance activities.
• Serve as staff liaison to assigned Board committees, advisory councils, and delegate groups.

Development Operations

• Support the Chief Development Officer and development team with administrative and operational activities.
• Manage the donor database, including gift entry, donor acknowledgements, mailing lists, reporting, donor records, and data integrity.
• Monitor gift processing accuracy and perform routine audits to ensure data quality.
• Prepare donor reports, fundraising dashboards, monthly development reports, and revenue tracking reports.
• Assist with monthly reconciliation between the donor database and Finance.
• Research prospective donors and maintain accurate donor information.
• Research, prepare, and submit grant applications under established funding thresholds while assisting with grant reporting and compliance.
• Maintain the grant pipeline and related tracking systems.
• Assist in planning and executing fundraising events, including registration, logistics, volunteer coordination, and donor stewardship activities.
• Coordinate Fund Development Committee meetings including agendas, minutes, invitations, and follow-up communications.

Strategic & Administrative Support

• Prepare correspondence, presentations, reports, policies, minutes, and other executive communications.
• Assist with strategic initiatives and cross-functional projects as assigned.
• Build collaborative relationships with staff, volunteers, donors, board members, and community partners.
• Maintain confidentiality while handling sensitive organizational and personnel information.
• Interpret and support the mission, philosophy, and policies of Girl Scouts of Gateway Council.
• Perform other duties as assigned.

Education and Experience

• Bachelor's degree in Business Administration, Communications, Nonprofit Management, Public Administration, Political Science, or related field preferred.
• Equivalent combination of education and progressively responsible experience may be considered.
• Three to five years of experience supporting senior executives, nonprofit governance, development, fundraising operations, or a related administrative leadership role.
• Experience working with Boards of Directors, donor management software, and nonprofit fundraising preferred.
• Experience with grant administration and donor stewardship is preferred.
• Strong proficiency in Microsoft Office Suite and donor database or CRM software.
• Excellent written and verbal communication skills.
• Strong organizational skills with exceptional attention to detail and the ability to manage multiple priorities simultaneously.
• Ability to exercise sound judgment, maintain confidentiality, and work independently.
• State of Florida Notary Public certification or ability to obtain.
• Valid Florida driver's license with the ability to travel throughout the council service area.
• Ability to work evenings and weekends as required.
• Ability to successfully complete a Florida Department of Law Enforcement Level II background screening.
• Commitment to the mission of Girl Scouts and willingness to become a registered member of Girl Scouts of the USA.

Core Competencies:

• Effective Communication
• Work Quality
• Knowledge
• Adaptability
• Proactive Initiative

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