Coordinator and Assistant to the Vice President of Development

Rhode Island Foundation; Providence, Northern (RI, KY); On-site; USD 65,000 - 72,000; Full time

Job summary

The Rhode Island Foundation is seeking a Coordinator and Assistant to the Vice President of Development to provide high-level administrative and strategic support within the Development Department. This role works in-person in our downtown Providence office and partners with the VP and Development Officers to advance donor relations and program initiatives.

The ideal candidate has at least five years of executive assistant experience in development, banking, or law, with strong MS 365 skills,

Qualifications

• Minimum five years' experience as an executive assistant in development, bank, or law firm.
• Experience interacting with high-profile individuals, including board members and donors.
• Advanced proficiency with Microsoft 365 (Outlook, Teams, SharePoint, Excel, PowerPoint, Word).
• Hands-on experience with donor databases/CRM systems and ability to learn new systems.

Responsibilities

• Complex scheduling and calendar management for the Vice President of Development.
• Partner on weekly team meeting agendas, capture notes, and follow up on actions.
• Arrange meeting and travel logistics; prepare materials and follow-up for meetings.
• Record donor contact notes in the Foundation’s database of record.
• Support donor cultivation and stewardship events planning and logistics.
• Prepare expense reports; manage department mail and supplies; organize digital files.
• Facilitate cross-departmental collaboration; maintain confidentiality.

Skills

Calendar management

Executive support

Donor relations

Microsoft 365

CRM systems

Attention to detail

Tools

CSuite

Salesforce

SharePoint

Outlook

PowerPoint

Job description

Coordinator and Assistant to the Vice President of Development

The Rhode Island Foundation is our state's only community foundation, mobilizing generosity and motivating change throughout the Ocean State. By partnering with generous and visionary donors since 1916, the Foundation aligns its fundraising, grantmaking and community investment, convening, advocacy, and capacity building efforts to address Rhode Island's most pressing issues and the needs of diverse communities. The Foundation is a dynamic, fast-paced workplace. Its dedicated employees are committed to creating meaningful progress in Rhode Island.

The Foundation is currently seeking a Coordinator and Assistant to the Vice President of Development to work within our Development Department.

The position will provide high-level administrative and strategic support to the Vice President of Development and general administrative and operational support for Development Officers and the Department. This position works in-person out of our downtown Providence office.

Duties include, complex scheduling and calendar management, partnering with the Vice President on creation of weekly team meeting agendas, capturing meeting notes, and supporting the Vice President in following up to ensure completion. In addition, meeting and travel logistics, preparation of materials and follow-up for internal and external meetings, and recording donor contact notes in the Foundation’s database of record. The role also supports the broader Development team through research and assisting with donor cultivation and stewardship events planning and logistics. Additional administrative and operational responsibilities include preparing expense reports, managing department mail and supplies, organizing and maintaining digital files, facilitating cross-departmental collaboration, and more. Accuracy and attention to detail are essential to successfully filling the requirements of this job.

The ideal candidate will have a minimum of five years' experience as an executive assistant in a development office, bank, or law firm, along with experience interacting and building relationships with high-profile individuals, including board members, donors, and prospective donors. A working knowledge of philanthropy and development is a plus. Providing high-touch, prompt, and accurate customer service is essential. Advanced proficiency with Microsoft 365 (including Outlook, Teams, SharePoint, Excel, PowerPoint, and Word) is required. The candidate will also have hands-on experience with customer databases/CRM systems (e.g.,CSuite, Salesforce, etc.)and the ability to learn new systems.

A successful candidate will be a strong team player who is customer-focused, dependable, proactive, adaptable, detail-oriented and organized, able to balance competing priorities, and able to exercise sound judgment and maintain confidentiality.

The Rhode Island Foundation encourages a diverse work environment and is an equal opportunity employer.

We offer excellent benefits and an anticipated salary range for this position of $65,000 to $72,000 annually. Starting compensation will be based on the selected candidate's qualifications, experience, and skills. Compensation above the stated range may be offered based on substantial relevant experience or specialized expertise.