Board Development Specialist

We are seeking a highly structured, forward-thinking professional to serve as a cornerstone of our Board and development operations. The ideal candidate is an expert writer with exceptional organizational skills and the ability to manage complex timelines across multiple departments. This position provides high-level administrative and strategic support for a fast-paced, growing organization, with a primary focus on grant writing and fundraising, special projects, and formal Board of Directors governance. Extreme attention to detail, proactive problem-solving, and superior time-management skills are essential for success in this role.

Position located in the Agency’s main administrative headquarters in Urbanna. Reports to Director, Administration & Operations.

ESSENTIAL FUNCTIONS

1. Board of Directors & Committee Governance

Record and prepare official meeting minutes for the Board of Directors, Foundation Board, Bay Health Solutions Board, and various committees in strict accordance with parliamentary procedures.

Create formal meeting agendas and organize technical content to produce comprehensive Board and committee packets.

Manage board rosters and compliance documents, coordinate meeting space logistics, and prepare honorary resolutions and commemorative materials.

Handle all board-related matters with the utmost discretion, managing confidential data and historical documentation.

Serve as the professional liaison to the President & CEO and Board of Directors in the absence of the Director of Administration and Operations.

2. Grants, Development, & Professional Writing

Lead the composition and submission of grant narratives, funding reports, and specialized donor communications.

Execute fundraising campaigns (e.g., Art in Transit, End of Year Campaign) and manage Neighborhood Assistance Program (NAP) tax credit allocations and reporting.

Produce, edit, and proofread professional correspondence, memos, and letters to ensure 100% accuracy and timely distribution.

Process donor acknowledgments and ensure all financial and contact information is accurately entered into Salesforce.

Support marketing functions by drafting press releases, creating social media content, and capturing visual assets for agency promotion, as needed.

3. Administrative Support & Operations

Research and prioritize incoming issues, determining the appropriate course of action or referral with minimal supervision.

Lead strategic initiatives and execute special projects, managing complex event planning and itinerary details.

Complete administrative tasks including expense reports, confidential correspondence, and detailed travel arrangements.

Manage daily front-office operations as needed, including multi-line call routing, visitor screening, and processing fiscal deposits.

KNOWLEDGE, SKILLS AND ABILITIES

Microsoft Office programs (e.g. Word, Excel, Outlook, PowerPoint) and standard office equipment

Expert written communication skills (letters, memos, reports, emails, minutes).

Strong attention to detail and organizational skills with the ability to prioritize, set deadlines, and multitask using effective time management.

Ability to record and compose meeting minutes according to Robert’s Rules of Order.

Excellent verbal communication skills face-to-face and on the phone.

Decision making: Assess, manage, and successfully complete multiple competing priorities with minimal direction. Prioritize the urgency of situations, determine appropriate action where applicable.

Strong customer service and interpersonal skills to establish and maintain trusting professional relationships with public, community partners, third-party providers, and funders

Proven ability to handle confidential information with discretion, be adaptable to various competing demands and demonstrate the highest level of discretion.

Experience in grant writing, fundraising, and/or development.

Experience in marketing preferred.

WORKING ENVIRONMENT

Office-based position with minimal physical requirements (ability to lift 20 pounds, walking and climbing stairs). Occasional travel is required throughout the Bay Aging service area and the State of Virginia. Occasional overnight travel to attend trainings and conferences.

High School degree or equivalent required; bachelor’s degree in Business or Public Administration, Writing/English/Communications, Non-Profit Studies, or similar preferred. Expert writing skills and experienced preparing Board Meeting minutes. At least 3-4 years of experience with administration in an office-based setting and customer service. Non-profit administration experience preferred. Must possess a valid driver’s license.

FLSA status: This is a full-time non-exempt position.

Disclaimer: This job description is not designed to cover or contain a comprehensive list of all activities, duties or responsibilities that are required of the employee. From time to time, the supervisor will ask job holder to perform additional duties related to the completion of the work.

Bay Aging is an Equal Opportunity Employer. All applicants will be considered for employment without discrimination on the basis of race, color, religion, sex, national origin, age, veteran or disability status. Bay Aging is committed to providing access, equal opportunity, and reasonable accommodation for individuals with disabilities in employment, its services, programs, and activities. To request reasonable accommodation, contact MaDena DuChemin, Director, Human Resources at (804) 758-2396, Ext. 1228 or mduchemin@bayaging.org.