Executive Assistant

DHCDC is seeking a highly organized, detail-driven Executive Assistant to support the Executive Director and strengthen daily operations, communication, and donor engagement.

This role blends executive support, systems coordination, and donor relations. The ideal candidate is proactive, precise, and professional—someone who can manage multiple priorities, maintain confidentiality, and ensure that both internal operations and external relationships reflect the excellence of our organization.

Key Responsibilities

Manage administrative priorities for the Executive Director, including scheduling, follow-ups, and task tracking

Prepare reports, documents, and communications with a high level of accuracy and professionalism

Maintain organized systems for files, reports, and documentation

Track and follow up on key operational workflows to ensure completion and alignment

Ensure all data, reports, and records are correct, complete, current, and well-communicated

Maintain and update donor records in Little Green Light (LGL)

Draft and send donor acknowledgments, thank-you letters, and follow-up communication

Ensure accuracy and timeliness of donor records, gifts, and reporting

Support donor stewardship efforts with professionalism and discretion

Draft clear, professional communication for staff, families, and donors

Track action items from meetings and ensure timely follow-through

Coordinate across team members to maintain alignment and consistency

Maintain organization and presentation of administrative spaces

Support onboarding documentation and staff file management

Assist with event preparation, parent conferences, and internal meetings

Ensure administrative systems and supplies are organized and accessible

Qualifications

3+ years of administrative or executive support experience

Experience with CRM systems (LGL or similar preferred)

Strong organizational skills and attention to detail

Excellent written communication skills (professional tone required)

Ability to manage confidential information with discretion

Proficiency in Google Workspace; Microsoft, QuickBooks experience preferred

Ability to work independently and proactively in a fast-paced environment

Preferred Traits

Anticipates needs and follows through without reminders

Calm, steady, and solutions-oriented

Strong ownership and accountability

Able to manage multiple systems without losing accuracy

Professional presence with staff, families, and donors