Executive Assistant

DHCDC is seeking a highly organized, detail-driven Executive Assistant to support the Executive Director and strengthen daily operations, communication, and donor engagement.

This role blends executive support, systems coordination, and donor relations. The ideal candidate is proactive, precise, and professional—someone who can manage multiple priorities, maintain confidentiality, and ensure that both internal operations and external relationships reflect the excellence of our organization.

Key Responsibilities

• Manage administrative priorities for the Executive Director, including scheduling, follow-ups, and task tracking
• Prepare reports, documents, and communications with a high level of accuracy and professionalism
• Maintain organized systems for files, reports, and documentation
• Track and follow up on key operational workflows to ensure completion and alignment
• Ensure all data, reports, and records are correct, complete, current, and well-communicated
  

• Maintain and update donor records in Little Green Light (LGL)
• Draft and send donor acknowledgments, thank-you letters, and follow-up communication
• Ensure accuracy and timeliness of donor records, gifts, and reporting
• Support donor stewardship efforts with professionalism and discretion

• Draft clear, professional communication for staff, families, and donors
• Track action items from meetings and ensure timely follow-through
• Coordinate across team members to maintain alignment and consistency

• Maintain organization and presentation of administrative spaces
• Support onboarding documentation and staff file management
• Assist with event preparation, parent conferences, and internal meetings
• Ensure administrative systems and supplies are organized and accessible

Qualifications

• 3+ years of administrative or executive support experience
• Experience with CRM systems (LGL or similar preferred)
• Strong organizational skills and attention to detail
• Excellent written communication skills (professional tone required)
• Ability to manage confidential information with discretion
• Proficiency in Google Workspace; Microsoft, QuickBooks experience preferred
• Ability to work independently and proactively in a fast-paced environment

Preferred Traits

• Anticipates needs and follows through without reminders
• Calm, steady, and solutions-oriented
• Strong ownership and accountability
• Able to manage multiple systems without losing accuracy
• Professional presence with staff, families, and donors