[Hiring] Virtual Nonprofit Executive Assistant @VaVa Virtual Assistants

Role Description

We are looking for a skilled Executive Assistant with direct nonprofit experience who can own the client relationship and provide back-office support to nonprofit leaders. You will work with executive directors, founders, and boards, keeping donor records current and board meetings on schedule so leadership can focus on the mission. Self-motivation and professional discipline are essential, because clients will rely on you as part of their organization.

Beyond your client work, you will be part of a contractor community that genuinely invests in one another's success. Regular calls with clients and fellow contractors keep you connected to the broader VaVa team, and every interaction is an opportunity to reflect our mission, vision, and values.

Expectations

• Represent VaVa Virtual Assistants in a Positive & Professional Manner
• Demonstrate a strong work ethic and positive attitude with clients, board members, donors, volunteers, and partners.
• Ensure all communication reflects VaVa's standards of professionalism and care.
• Contribute to a thriving contractor culture by embracing VaVa's values.
• Take Ownership of Client Satisfaction
• Manage day-to-day account activities reliably, and learn the mission and funding realities behind each client's priorities.
• Anticipate client needs and communicate progress consistently so clients always know where things stand.
• Handle challenges independently without letting quality or client confidence slip.
• Track engagement hours and flag early when adjustments are needed to sustain service.

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.

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, including direct support to at least one executive.
• 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.

Technical Qualifications

• Must Have
  • Proficiency in Google Workspace and Microsoft Office, including polished documents and presentations and spreadsheets with formulas, imports, exports, and basic analysis.
  • Daily use of Slack and Zoom, including meeting setup, basic troubleshooting, and facilitation support.
  • Experience with at least one CRM or donor management system, such as Salesforce, HubSpot, DonorPerfect, Bloomerang, or Blackbaud, including data entry, gift acknowledgments, and tax receipts.
  • Experience with at least one project management platform such as Trello, Asana, ClickUp, Notion, or Monday.com.
  • Experience with scheduling tools such as Calendly or Acuity, and polling tools for meeting times across time zones.
  • Demonstrated ability to manage high-volume inboxes, complex calendars, and travel remotely across time zones.
  • Experience supporting remote board operations, including agendas, packets, minutes, governance records, and follow-up.
  • Experience coordinating events with vendors and volunteers, including registration and ticketing platforms such as Eventbrite or Cvent, and day-of logistics.
  • General AI literacy and comfort using AI tools to draft content and streamline routine tasks, with an understanding of what donor and organizational data should never be entered into AI systems.
• Preferred
  • Experience researching, drafting, or submitting grant applications, including funder portals and research tools such as Candid or Instrumentl.
  • Experience building and sending email newsletters in platforms such as Mailchimp, Constant Contact, or Flodesk.
  • Experience with online fundraising platforms such as Givebutter, Classy, Zeffy, or Mightycause.
  • Experience with board portals such as BoardEffect, Diligent, or OnBoard.
  • Experience with volunteer management tools such as VolunteerHub, SignUpGenius, or Bloomerang Volunteer.
  • Experience with workflow automation tools such as Zapier, even at a basic level.
  • Experience facilitating virtual webinars, including breakout rooms and participant troubleshooting.

Education

A degree is not required. Demonstrated competency and consistent professional growth carry more weight than a credential alone. Candidates without a degree should hold at least one relevant certification, such as an administrative professional certification, Google Workspace certification, Nonprofit Leadership Alliance certification, nonprofit management certificate, CRM platform certification, or equivalent. A commitment to continued learning is an expectation of this role.