Description

Title: Executive Assistant to the Chief Development Officer

Reports To: Chief Development Officer

Status: Full-time, Non-Exempt

Salary Range: $61,000 to $72,000

 
Position Summary

The Arizona Community Foundation (ACF) is seeking a highly organized and proactive Executive Assistant to provide high-level administrative support to the Chief Development Officer (CDO) and other Development & Donor Experience (DDE) leaders as requested. This role requires exceptional attention to detail, discretion, and the ability to manage multiple priorities in a fast-paced, mission-driven environment. The ideal candidate will embody ACF’s core values of collaboration, gratitude, inclusivity, and trust, and positively contribute to a people-first culture.

This is a full-time, in-office role with standard hours of Monday through Friday, 8:30 AM–5:00 PM.

Key Responsibilities:

 Schedule Management 

• Proactively manage and protect complex calendars, exercising discretion to prioritize high-value meetings, reschedule or decline non-essential requests, and align the CDO’s time with strategic priorities.
• Anticipate scheduling conflicts and changing priorities, adjusting calendars seamlessly and independently.
• Partner closely with the CDO to establish and maintain a regular cadence of team meetings, one-on-ones, and check-ins; adjust schedules as needed to accommodate urgent or emerging matters.
• Serve as a trusted gatekeeper and representative of the CDO in scheduling and communications.

Meeting Preparation & Follow-Up

• Draft meeting agendas and assemble background materials, including donor and prospect meeting preparation
• Attend meetings as requested to take notes, track action items, and prepare follow-up communications for the executive team and CEO
• Support early-week planning and periodic recap meetings to ensure preparedness and alignment.

Workflow Coordination & Inter-departmental Collaboration

• Track and manage deadlines, deliverables, and priorities for the team
• Serve as a liaison between the CDO and internal/external stakeholders. Support special projects and cross-functional initiatives assigned.
• Develop strong relationships with other executive assistants and coordinators across the organization to contribute to a culture of engagement, support, and idea-sharing.

Communications & Documentation

• Prepare and edit correspondence, reports, presentations, and other documents. Assist with the coordination and preparation of materials for executive team, board and board committee meetings.
• Document and update documentation for internal processes related to the workflow of the team.
• Maintain file systems for CDO and team, ensuring organized, accessible digital (and paper) files, making and implementing suggestions for improvement.
• Manage and prioritize CDO inbox, as requested, to ensure priority emails and action items are addressed and unwanted emails are deleted.  
• Maintain confidentiality and handle sensitive information with professionalism.

Other

• Coordinate travel arrangements as needed.
• Manage credit card expense reporting, contract coordination through DocuSign, and invoice preparation and submission for the team.
• Learn and become proficient in ACF’s technology platforms including all Microsoft products (Teams, Outlook, Word, Excel, PowerPoint), CRM (Salesforce), and other systems related to productivity and efficient workflows.

Requirements

Qualifications

• Minimum of 5-7 years of experience in executive-level administrative support.  Experience in a nonprofit environment is helpful but not required.  
• Strong organizational and time management skills with the ability to prioritize and solve problems effectively.
• Excellent written and verbal communication skills.
• Resourceful, fast learner that puts their best-effort work forward consistently.
• Demonstrated proficiency in Microsoft Office Suite tools, virtual collaboration tools, database and project management applications and strong desire to learn and adopt new technology.
• Sound judgement and discretion with the proven ability to keep confidence related to confidential and sensitive information secure.
• Exceptional interpersonal and relationship-building skills and a customer service mindset.
• Experience working collaboratively across departments with colleagues at all levels to accomplish work.
• Embodies ACF’s core values in working with internal and external stakeholders and has a passion for community service and impact.

The intent of this job description is to provide a representative summary of the major duties and responsibilities performed by incumbents of the position. Incumbents may be required to perform other job-related tasks other than or in addition to those specifically presented in this description