Executive Assistant

The Brashear Association, Inc.; Pittsburgh (Allegheny County); On-site; USD 28,000 - 39,000; Part time

Job summary

The Brashear Association, Inc. in Pittsburgh seeks an Executive Assistant who partners with the Executive Director to ensure smooth operations across administration, communications, and fundraising support.

This role manages the ED’s calendar and correspondence, coordinates board and staff meetings, maintains key records, and supports donor management, events, and outreach with professional, confidential handling of information.

Qualifications

• Bachelor’s degree or equivalent in business administration, nonprofit management, communications, or related field.
• Minimum 3–5 years of progressively responsible administrative experience supporting executives.
• Experience in nonprofit sector and coordinating calendars, meetings, and communications.
• Experience with donor databases or fundraising data management preferred.

Responsibilities

• Provide advanced administrative support to the Executive Director, maintaining relationships with board, staff, partners, vendors, and the public.
• Independently manage the Executive Director’s email and calendar, coordinating virtual and in-person meetings.
• Coordinate Board meetings, committees, and related events, ensuring timely materials and follow‑up.
• Develop and maintain a document-sharing system and ensure files are current and accessible.
• Support donor management and fundraising activities, including donor communications and reporting.
• Assist with grant proposals and reporting gathering data and attachments.
• Help plan and implement fundraising events and community outreach activities.
• Maintain branding and consistent external communications across channels.

Skills

Calendar management

Communication

Donor relations

Data management

Event coordination

Board support

Time management

Independence

Education

Bachelor’s degree or equivalent in business administration, nonprofit management, communications, or related field

Tools

Microsoft Office Suite

CRM systems

Data management software

Job description

Job Title: Executive Assistant- https://www.brashearassociation.org/employment-opportunities-1

Location: The Brashear CARES Center Reports to: Executive Director

FLSA Status: hourly, non-exempt Reviewed Date: 02/20/2026

Job Summary:

The Executive Assistant is a highly independent, trusted partner to the Executive Director and a key connector across The Brashear Association. This role provides advanced administrative and coordination support in three core areas: administration, communication, and resource development. Focus on these areas help ensure smooth, efficient operations and alignment with the organization’s mission.

The Executive Assistant manages the Executive Director’s calendar and communications; supports engagement with the Board of Directors, staff, community partners, donors, and clients; and maintains key organizational systems, including data management, donor management, and document-sharing.

The role also assists with coordinating special events and fundraising efforts. By anticipating needs, organizing information, and facilitating clear communication across teams, the Executive Assistant helps keep the Executive Director and the organization focused, organized, and moving forward.

Supervisory Responsibilities:

• This position does not have direct supervisory responsibilities, but collaborates closely with staff, interns, and volunteers to coordinate projects and ensure effective communication across the organization.

Duties/Responsibilities:

Administration & Operations

• Provide advanced administrative support to the Executive Director to maintain effective relationships with the Board of Directors, staff, community partners, vendors, tenants, clients, volunteers, and the public.
• Independently manage the Executive Director’s email, calendar, and scheduling, including coordination of virtual and in-person meetings using conference and video platforms.
• Coordinate the Board calendar and scheduling for Board meetings, committee meetings, and related events; support effective communication between the Board and the Executive Director, ensuring timely distribution of materials and follow-up.
• Develop and maintain an efficient and effective document-sharing system (e.g., shared drives, folders) and ensure that organizational files are current, organized, and accessible to relevant staff.
• Monitor program outcomes using the organization’s data management system; generate reports and impact briefs for programs and services to support decision‑making, communications, and funding.
• Support management of the donor management system, helping to develop and refine processes for effective donor engagement and retention in coordination with the Executive Director and development partners.
• Assist with financial management processes as directed, which may include processing invoices, tracking expenses, preparing documentation for reporting, and ensuring timely submission of required paperwork.
• Support staffing processes, including recruitment, onboarding, offboarding, and benefits enrollment; assist with developing position descriptions and job postings, screening and processing candidates, and maintaining documentation of hiring processes. Maintain confidential personnel files and ensure that staff certifications and clearances are current and on file.
• Coordinate processes for interns and volunteers in collaboration with program staff, including documentation, scheduling, and communication; perform other duties as assigned by the Executive Director.

Communications & External Relations

• Maintain and update the organization’s website, email platforms, and social media channels so that program information, events, and services are current and clear.
• Draft, edit, and format agency‑wide communications, including newsletters, announcements, meeting notices, talking points, and Board materials.
• Develop flyers, handouts, and other outreach materials in collaboration with program staff to promote services, events, and opportunities to the community.
• Support consistent use of branding and messaging across all external communications, ensuring materials reflect The Brashear Association’s mission, values, and programs.
• Help coordinate logistics and communication for community meetings, outreach activities, and partner events, including invitations, reminders, and follow‑up.
• Serve as a friendly, professional point of contact for general inquiries (phone, email, walk‑in), routing information to appropriate staff and ensuring timely responses.
• Collect stories, testimonials, and photos from programs, with appropriate permissions, to support communications, reporting, and fundraising efforts.

Resource Development & Events

• Maintain accurate donor and prospect records in the donor management system, including data entry, tracking of gifts, contact information, and relationship notes.
• Run donor reports and lists as requested to support cultivation, stewardship, appeals, and Board development activities.
• Prepare and send timely acknowledgement letters, receipts, and other donor communications in coordination with the Executive Director.
• Assist with preparation of grant proposals and reports by gathering data, stories, attachments, and supporting documentation from staff and systems.
• Help plan, coordinate, and implement fundraising and stewardship events (such as donor tours, community gatherings, or special campaigns), including invitations, RSVPs, logistics, and materials.
• Track event attendance, feedback, and follow‑up actions to support ongoing relationship‑building and future planning.
• Collaborate with staff and partners to identify and organize in‑kind donations and sponsorship opportunities in alignment with program needs.

Required Skills/Abilities

• Excellent verbal and written communication skills, with the ability to interact effectively and professionally with a wide range of stakeholders, including staff, Board members, partners, donors, and community members.
• Strong interpersonal and customer service skills, with a commitment to respectful, culturally
• Excellent organizational and time management skills, with a proven ability to prioritize tasks, manage multiple deadlines, and follow through on commitments.
• Demonstrated ability to work independently, take initiative, and make sound judgments while also collaborating effectively as part of a team.
• Ability to represent the organization professionally to partners, the public, and funders, maintaining a high level of discretion with confidential information.
• Strong analytical and problem‑solving skills, including the ability to organize information, identify issues, and propose solutions.
• Ability to function well in a fast‑paced, at times stressful environment while maintaining composure, accuracy, and attention to detail.
• Proficiency with Microsoft Office Suite and comfort learning and using databases, web‑based platforms, and other organizational software.
• Willingness and ability to work occasional evening and weekend hours as needed for meetings, events, and deadlines.

Education and Experience:

• Bachelor’s degree in business administration, nonprofit management, communications, or a related field preferred; an equivalent combination of education and relevant experience will be
• Minimum of 3–5 years of progressively responsible administrative experience, ideally in support of an executive, director, or leadership team.
• Experience working in a nonprofit, human services, education, or community‑based organization is preferred.
• Experience and comfort working with diverse communities and individuals with varying socioeconomic needs, using a compassionate, strengths‑based approach.
• Experience coordinating calendars, meetings, and communications for multiple stakeholders (such as staff, Board members, partners, and vendors).
• Experience with donor databases, CRMs, or data management systems is preferred; comfort learning new software platforms is essential.

Physical and other requirements

• Prolonged periods of sitting at a desk and working on a computer.
• Must be able to lift and move up to 15 pounds at times (e.g., files, materials, or event supplies).
• Reliable public or private transportation is required; a valid Pennsylvania driver’s license is required, and access to a vehicle is preferred.
• Must be able to obtain and maintain all required clearances and certifications, including but not limited to, Mandated Reporter certification, National Sex Offender Registry (NSOR) check, Pennsylvania State Criminal Background Check, FBI fingerprint‑based background check and Pennsylvania Child Abuse History Clearance.