Consulting Administrative Assistant

Heller Fundraising Group; New York (NY); Remote; USD 34,000 - 41,000; Part time

Job summary

Heller Fundraising Group seeks a Consulting Administrative Assistant to support the consulting team remotely in a part-time contract role. Responsibilities include scheduling, data management, drafting client materials, and owning onboarding/offboarding processes.

The role begins as a part-time contractor with potential to transition to full-time as workload expands. You will work remotely, using your own equipment and software, with a focus on accuracy and collaboration.

Qualifications

• 2-5 years of experience in an administrative, coordination, or operations role.
• Exceptional organization, time management, and attention to detail, with the ability to prioritize competing requests.
• Strong proficiency with Excel or Google Sheets, including list cleanup, formatting, and data merging.
• Strong written communication skills and comfort drafting presentations, emails, and reports.
• Experience with scheduling tools (e.g., Calendly) and calendar management.
• Comfortable with collaboration tools such as Slack and shared drive systems.
• Professional, client-ready communication style.
• Self-starter who takes initiative and flags opportunities to improve processes.

Responsibilities

• Client Meeting & Calendar Management: Keep consultant team calendar organized and oversee coordination with clients.
• Data & Analytics Support: Maintain wealth screening files and campaign workbooks; build engagement tools and trackers.
• Research & Content Support: Draft client-facing materials; conduct targeted research and review materials for accuracy.
• Engagement Communications & Materials: Distribute agendas, update materials, and manage notes and action items.
• Client Onboarding & Offboarding: Own onboarding and close-out processes, organize files and collect feedback.

Skills

Organization

Time management

Attention to detail

Excel/Google Sheets proficiency

Calendly scheduling

Slack

Drafting materials

Proactive initiative

Tools

Calendly

Slack

Google Sheets

Excel

Job description

Consulting Administrative Assistant

Company: Heller Fundraising Group
Location: Remote
Reports to: Consulting Associate
Employment type: Temporary Hourly Independent Contractor
Salary range: $25-$30/hour

About the Role The Consulting Administrative Assistant will keep client engagements running smoothly by managing scheduling, supporting data and list-building requests, drafting client-facing materials, and owning the client onboarding and offboarding processes. This temporary independent contractor position is ideal for a highly organized, detail-oriented person who is comfortable juggling many small requests at once and is eager to improve and standardize how the Consulting team works.

This position begins as a part-time contract role focused on executing core functions, with the potential goal of transitioning into a full-time, permanent employee as the workload and scope expand. The contractor will work remotely using their own equipment and software.

Key Responsibilities

Client Meeting & Calendar Management

Keep consultant team calendar organized and oversee various coordination with clients

• Coordinate all client-facing meetings, including weekly check-ins, ad hoc sessions, trainings, and presentations
• Maintain scheduling tools, such as team Calendly links, to make booking simple and consistent

Data & Analytics Support

Keep client data accurate, usable, and consistent, allowing consultants to focus on analysis and strategy

• Maintain wealth screening files and campaign workbooks through data hygiene, refreshes, and list preparation
• Build and manage core engagement tools, including campaign workbooks, feasibility hubs, and interview trackers
• Support clients and project leads with data pulls and the rollout of new tools
• Standardize templates and tools to improve efficiency and quality across engagements

Research & Content Support

Provide the foundation for key client deliverables through drafting, research, and review.

• Draft client-facing materials, including presentations, feasibility interview questions, and email series, partnering with project leads as needed
• Support report writing and conduct targeted research, including donor and prospect profiles
• Review materials for accuracy before they reach clients

Engagement Communications & Materials

Keep weekly client meetings organized

• Distribute meeting agendas ahead of each call and follow up with notes and action items
• Keep engagement materials current as work progresses, including timelines, trackers, presentations, and shared folders

Client Onboarding & Offboarding

Ensure a smooth and organized start and close to every engagement

• Own onboarding from start to finish, including folder creation, Slack channel, campaign timeline, kickoff and recurring meetings, and onboarding surveys
• Close out engagements by organizing client files, collecting client feedback, and notifying Operations when contracts end

Qualifications

• 2-5 years of experience in an administrative, coordination, or operations role
• Exceptional organization, time management, and attention to detail, with the ability to prioritize competing requests
• Strong proficiency with Excel or Google Sheets, including list cleanup, formatting, and data merging
• Strong written communication skills and comfort drafting presentations, emails, and reports
• Experience with scheduling tools (e.g., Calendly) and calendar management
• Comfortable with collaboration tools such as Slack and shared drive systems
• Professional, client-ready communication style
• Self-starter who takes initiative and flags opportunities to improve processes

Preferred Qualifications

• Experience building templates, trackers, or standardized workflows
• Familiarity with wealth screening, prospect research tools, or campaign planning
• Experience in fundraising, philanthropy, nonprofit consulting, or prospect research

What Success Looks Like

• Scheduling is handled with efficiency and attention to detail
• Data and list requests are turned around accurately and on time
• Every new client has a consistent, well-organized onboarding experience
• Trackers, workbooks, and feasibility hubs become standardized, repeatable tools

About Heller Fundraising Group

The Heller Fundraising Group builds abundance for nonprofits through customized consulting and training for successful capital campaigns, insightful feasibility studies, and prosperous major gift programs. Our growing team of 6 full-time employees and 20 collaborating consultants advise our nonprofit partners on powerful fundraising strategies. We have served approximately 120 + organizations, from Florida to Maine and beyond, guiding them to raise hundreds of millions of dollars.

We are committed to diversity and inclusivity, both in the work we do with our nonprofit clients and in the culture we create internally. Candidates of traditionally underrepresented identities and backgrounds are highly encouraged to apply for this role.

Our team members work from home, meeting in-person or via video for team and client meetings. We are fully committed to our clients, we work hard and intelligently, and we honor the human need for rest and play.www.HellerFundraisingGroup.com

Compensation: $25-$30 per hour, 20 hours per week maximum

Location: Remote

Job Type: Hourly Independent Contractor

Through March 31, 2027