Executive Assistant to Nonprofit Executive Director

Overview
The Youth and Family Club of Pomona Valley has a rich history of serving the youth and families of the Pomona Valley community. We are seeking a highly motivated and detail-oriented Executive Assistant to join our team.

You will play an important role in supporting the Executive Director’s fundraising and outreach efforts, helping coordinate donor engagement and maintain strong relationships with supporters and volunteers. This position offers the opportunity to contribute meaningfully to the organization’s mission while helping ensure fundraising and community engagement efforts run smoothly.

Duties

• Provide direct administrative and organizational support to the Executive Director, helping manage priorities related to fundraising, partnerships, and community engagement.
• Assist the Executive Director in cultivating and maintaining relationships with donors, ensuring timely communication, follow-up, and thoughtful stewardship.
• Coordinate calendars, meetings, and correspondence related to donor relations, partnerships, and development activities.
• Assist in the development and implementation of fundraising strategies and campaigns.
• Research and identify potential grant opportunities, assist with preparing grant proposals, and help track and manage grant reporting requirements.
• Maintain and organize donor databases, ensuring accurate, confidential, and up-to-date records.
• Track donations, pledges, and sponsorship commitments, and support timely acknowledgment and reporting.
• Coordinate fundraising events, including logistics, vendor coordination, sponsorship outreach, and attendee management.
• Prepare briefing materials, talking points, and background information for the Executive Director ahead of meetings, events, and public appearances.
• Assist with the creation and distribution of marketing and outreach materials, including newsletters, press releases, and social media content.
• Draft routine correspondence on behalf of the Executive Director, including donor thank-you letters and partnership communications.
• Collaborate with internal teams to ensure effective communication and coordination of development and fundraising activities.
• Support general office operations and special projects as assigned to help advance the organization’s mission and strategic priorities.

Skills

• Strong organizational and time management skills with the ability to manage multiple priorities and deadlines
• Calendar and schedule management, including coordinating meetings, events, and appointments for executive leadership
• Professional written and verbal communication skills, including drafting emails, correspondence, and meeting notes on behalf of the Executive Director
• Ability to maintain confidentiality and exercise discretion when handling sensitive information
• Attention to detail and accuracy in documentation, recordkeeping, and database management
• Proficiency in Microsoft Office or Google Workspace, including document preparation, spreadsheets, and calendar management
• Experience managing donor or contact databases such as DonorPerfect or similar CRM platforms
• Familiarity with email marketing tools such as Constant Contact or Mailchimp
• Ability to prepare reports, briefing materials, and background information for executive meetings or presentations
• Experience coordinating logistics for meetings, events, and community engagements
• Ability to track tasks, deadlines, and follow-up items to ensure timely completion of projects
• Strong interpersonal skills and the ability to interact professionally with donors, volunteers, board members, and community partners
• Knowledge of public relations and basic marketing coordination is a plus
• Experience with WordPress or other content management systems is a plus

If you are passionate about building community support and helping young people thrive, we would love to hear from you.

Job Type: Part-time

Pay: $20.00 - $25.00 per hour

Expected hours: 25 per week

Benefits:

• Employee discount
• Flexible schedule

Work Location: In person