Executive Assistant & Philanthropy Coordinator

Child Care Aware; Richmond (VA); On-site; USD 60,000 - 75,000; Full time

Benefits offered by this job

Health, Vision & Dental Insurance

401(k)

Job summary

Children's Hospital Foundation in Richmond seeks an Executive Assistant & Philanthropy Coordinator to support the VP of Philanthropy and the team. You will manage complex calendars, donor interactions, and prepare materials for proposals and meetings.

The role requires a bachelor’s degree and 5+ years in executive support or philanthropy operations, with strong organization, communication, and CRM skills. This is a fast-paced, confidential position offering growth and teamwork.

Qualifications

• Bachelor’s degree in Business Administration, Communications, Nonprofit Management, or related field (or equivalent experience).
• 5+ years of executive support, senior administrative support, project coordination, development operations, or related experience, preferably supporting senior leaders.
• Exceptional organizational, multitasking, and time management skills.
• Strong written and verbal communication abilities.
• Proven ability to build relationships with diverse stakeholders.
• Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) and CRM systems.
• Ability to work independently and maintain attention to detail in a fast-paced environment.

Responsibilities

• Provide executive and administrative support to the Vice President of Philanthropy and the philanthropy team.
• Anticipate leadership needs, proactively manage priorities, and ensure the Vice President of Philanthropy is prepared for meetings, donor interactions, and key organizational initiatives.
• Manage complex calendars, meeting scheduling, and coordination for philanthropy leadership, gift officers, faculty leaders, and key internal stakeholders.
• Prepare meeting agendas, compile materials, record meeting notes, and track follow-up actions to ensure timely completion of team priorities.
• Coordinate travel-related documentation, reimbursements, invoices, and other administrative processes.
• Support department operations through meeting logistics, office resource management, procurement of supplies and promotional materials, and coordination of team activities and retreats.
• Collaborate across Children's Hospital Foundation and Children's Hospital of Richmond at VCU to ensure effective communication, coordination, and execution of departmental priorities.
• Support philanthropy team fundraising efforts by coordinating activities and communications related to individual donors, foundations, grateful patient families, and key community partners.
• Coordinate donor meetings, hospital tours, foundation visits, and other fundraising-related activities.
• Prepare donor and foundation briefing materials, meeting packets, proposals, presentations, and related correspondence to support fundraising efforts.
• Coordinate gift agreement workflows, including electronic signature processes, document distribution, and follow-up with internal and external stakeholders.
• Manage project timelines, action items, and key deliverables across philanthropy initiatives and cross-functional projects.
• Maintain tracking systems, reports, and records that support fundraising activity and team performance.
• Support the planning and execution of philanthropy-related events, foundation visits, donor meetings, and departmental initiatives.

Skills

Executive support

Project coordination

Communication

Relationship building

Microsoft Office

CRM systems

Time management

Education

Bachelor’s degree in Business Administration, Communications, Nonprofit Management, or related field

Tools

CRM systems

Job description

Executive Assistant & Philanthropy Coordinator

Children's Hospital Foundation seeks an experienced Executive Assistant & Philanthropy Coordinator to provide executive, operational, and project management support to the Vice President of Philanthropy and the philanthropy team. This highly collaborative role helps advance individual, foundation, major, and principal gift fundraising initiatives by coordinating administrative operations, managing key projects, facilitating donor and foundation cultivation activities, and ensuring the efficient execution of team priorities.

Reporting to the Vice President of Philanthropy, the Executive Assistant & Philanthropy Coordinator plays a key role in supporting fundraising operations, donor cultivation activities, foundation partnerships, and team effectiveness. The successful candidate will manage complex scheduling, coordinate donor and foundation visits, prepare meeting and proposal materials, track projects and deadlines, and facilitate communication among internal and external stakeholders. This position requires a highly organized, detail-oriented, and proactive individual who thrives in a fast-paced, collaborative environment and exercises sound judgment, discretion, and professionalism when handling sensitive and confidential information.

Key Responsibilities

• Provide executive and administrative support to the Vice President of Philanthropy and the philanthropy team.
• Anticipate leadership needs, proactively manage priorities, and ensure the Vice President of Philanthropy is prepared for meetings, donor interactions, and key organizational initiatives.
• Manage complex calendars, meeting scheduling, and coordination for philanthropy leadership, gift officers, faculty leaders, and key internal stakeholders.
• Prepare meeting agendas, compile materials, record meeting notes, and track follow-up actions to ensure timely completion of team priorities.
• Coordinate travel-related documentation, reimbursements, invoices, and other administrative processes.
• Support department operations through meeting logistics, office resource management, procurement of supplies and promotional materials, and coordination of team activities and retreats.
• Collaborate across Children's Hospital Foundation and Children's Hospital of Richmond at VCU to ensure effective communication, coordination, and execution of departmental priorities.

Philanthropy Operations and Project Coordination

• Support philanthropy team fundraising efforts by coordinating activities and communications related to individual donors, foundations, grateful patient families, and key community partners.
• Coordinate donor meetings, hospital tours, foundation visits, and other fundraising-related activities.
• Prepare donor and foundation briefing materials, meeting packets, proposals, presentations, and related correspondence to support fundraising efforts.
• Coordinate gift agreement workflows, including electronic signature processes, document distribution, and follow-up with internal and external stakeholders.
• Manage project timelines, action items, and key deliverables across philanthropy initiatives and cross-functional projects.
• Maintain tracking systems, reports, and records that support fundraising activity and team performance.
• Support the planning and execution of philanthropy-related events, foundation visits, donor meetings, and departmental initiatives.

Required Qualifications

• Bachelor’s degree in Business Administration, Communications, Nonprofit Management, or related field (or equivalent experience).
• 5+ years of executive support, senior administrative support, project coordination, development operations, or related experience, preferably supporting senior leaders.
• Exceptional organizational, multitasking, and time management skills.
• Strong written and verbal communication abilities.
• Proven ability to build relationships with diverse stakeholders.
• Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) and CRM systems.
• Ability to work independently and maintain attention to detail in a fast-paced environment.

$60,000 – $75,000 / year

health, vision and dental insurance, 401(k)

How to Apply: To apply, please email a resume and cover letter to [e-mail]. Please be sure to list the position title in the subject line.