Remote Nonprofit Executive Assistant | Board & Donor Ops

VaVa Virtual Assistants; Oregon; Hybrid; USD 34,000 - 48,000; Part time

Job summary

VaVa Virtual Assistants is seeking a Virtual Nonprofit Executive Assistant to support executive directors, boards, and donors in a remote, contractor role (1099). The position requires direct nonprofit experience, strong organizational skills, and the ability to manage calendars, donor records, and governance tasks across time zones.

You will work with diverse leaders, coordinate meetings, maintain CRM data, and draft communications while leveraging AI tools for efficiency.

Qualifications

• Must reside and be authorized to work in the United States.
• At least 3 years of demonstrated experience in an executive or administrative support role.
• At least 1 year of experience supporting a nonprofit leader, board, or organization.
• At least 1 year of experience working full-time in a virtual or remote capacity.
• Available at least 20 hours per week to support high-touch (daily), deliverable-focused clients.

Responsibilities

• Manage the client's inbox, calendar, and travel across time zones, including drafting responses, scheduling meetings, resolving conflicts, and handling itineraries and last-minute changes.
• Coordinate board and committee meetings, including scheduling, agendas, board packets, RSVPs, votes, and action item tracking.
• Support geographically dispersed boards with scheduling polls, rotating meeting times across time zones, automated reminders, and travel coordination for retreats and annual meetings.
• Attend virtual board and committee meetings to take and circulate minutes, and maintain governance records such as bylaws, conflict of interest disclosures, officer and term tracking, and the annual board calendar.
• Maintain donor and constituent records in the client's CRM, including data entry, deduplication, cleanup, and import and export mapping.
• Process gifts by issuing acknowledgments and tax receipts, sending thank-you outreach, following up with lapsed donors, monitoring recurring gifts, and matching online donations to CRM records.
• Set up online giving pages and donation forms under client direction, and prepare donor lists and segments for appeals.
• Support grant applications by tracking the funder calendar and requirements, researching funding opportunities, drafting and editing narratives under client direction, and compiling and submitting materials through funder portals.
• Track initiatives and deadlines in the client's project management tools, and pull program and outcomes data for grant reports, board updates, and donor communications.
• Plan and coordinate fundraising events, programs, and webinars, virtual or in person, including vendor contracts, ticketing and registration, volunteer assignments, run-of-show documents, and follow-up.
• Manage volunteer recruitment, scheduling, onboarding paperwork, hour logging, and recognition, and serve as the point of contact for volunteers, vendors, board members, and the client's team.
• Draft and edit donor, partner, and board correspondence, email newsletters, presentations, board decks, and executive briefings that need little revision.
• Build and maintain spreadsheets for donor, grant, and event tracking, including basic analysis for leadership reports.
• Use AI notetakers such as Otter, Fireflies, or Granola, and other AI tools, to summarize meetings, draft first-pass thank-you letters and newsletter copy, and organize research; automate recurring reminders and follow-ups where appropriate.
• Handle donor data, personnel matters, financials, and strategic plans with discretion, and never enter client data into unapproved AI tools.
• Collaborate with fellow VaVa contractors when projects benefit from shared or specialized support.
• Handle additional administrative requests as they arise, with flexibility.

Skills

Executive support experience

Nonprofit sector experience

Client relationship management

Remote work experience

Attention to detail

Education

Certification in administrative support

Tools

Google Workspace

Microsoft Office

Slack

Zoom

Salesforce

HubSpot

DonorPerfect

Bloomerang

Blackbaud

Trello

Asana

Notion

Monday.com

Calendly

Acuity Scheduling

Job description

VaVa Virtual Assistants is seeking a Virtual Nonprofit Executive Assistant to support executive directors, boards, and donors in a remote, contractor role (1099). The position requires direct nonprofit experience, strong organizational skills, and the ability to manage calendars, donor records, and governance tasks across time zones.

You will work with diverse leaders, coordinate meetings, maintain CRM data, and draft communications while leveraging AI tools for efficiency.