Executive Administrative Assistant & Board Liaison

Job Details: Job Location: FAMILIES FIRST INC - Atlanta, GA, Education Level: 2 Year Degree, Salary Range: $36.92 - $36.92Hourly, Job Shift: Day, To apply, please submit a cover letter and resume to Paula Moody, CEO

[email protected]

 POSITION SUMMARY:

The Executive Administrative Assistant and Board Liaison position has been updated from part-time to full-time, and includes four key job responsibility components as well as other duties as assigned:

Provide high-level administrative, operational, and communication support to the Chief Executive Officer. This position ensures the Executive Office operates efficiently by managing priority scheduling, coordinating executive meetings, preparing materials, maintaining records, The role focuses on high-priority organizational needs while balancing competing demands.
Provide Board Liaison support.  Act as a go between the organization and the Board of Directors, guided by Robert Rules of Order. Participate as an active member of the Governance Committee meetings.  Schedule Board meetings, Committee meetings, as well as record and maintain minutes. Assist with the coordination of onboarding new board members, board orientation, annual Board Retreat and annual board meeting.  Prepare board agenda, voting matters, email communication, announcements, etc.
Provide onsite coverage of the Families First Main Office Front Desk.  Assist with client engagement, intake and referral.  Manage conference room and some event scheduling.  Direct tenant concerns, questions, etc., to the Facility Manager. 
Provide Database Management. The Database Manager is responsible for the accurate entry, management, and integrity of all gift data in Raiser’s Edge (RE/NXT), as well as gift documentation, weekly Finance reconciliation, and the production of acknowledgment mail merge files for the Director of Donor Relations.  This key task corresponds with the surging workload during the end-of-calendar-year giving season and, in the weeks, following major fundraising events, and tapering during quieter periods such as summer months. 

The ideal candidate to successfully execute these four key tasks is highly organized, professional, discreet, mission-driven, trainable, and comfortable working with board members, donors, staff, and community partners.

PRIMARY RESPONSIBILITIES:

Balance conflicting priorities to manage workflow, ensure the completion of essential projects, and meet critical deadlines within a part-time work week.
Maintain the CEO calendar, including day-to-day and long-term management of meetings, projects, and priorities. This includes prioritizing meetings and communicating all relevant details to participants.
Coordinates Executive Office and All Hands meetings, including preparation of agendas, meeting materials, minutes, and follow-up action items for high-priority organizational initiatives.
Provides scheduled front desk and reception coverage for the main office a minimum of two days per week, serving as the primary point of contact for visitors, callers, deliveries, and general office support.
Provide clerical and general office support to other senior executive offices. Delegate tasks and responsibilities to other staff members when appropriate.
Prioritizes competing responsibilities and manages workflow to ensure essential Executive Office, Board, and administrative functions are completed effectively within a 24-hour workweek.
Prepares DV’s, invoice and electronic documents signed for CEO and other leadership staff as necessary.
Assists with agency events, meetings, activities, etc., that require CEO and Board involvement.
Provides ongoing agency announcements i.e., birthdays, anniversaries, etc.
Serves as the primary administrative liaison to the Board of Directors by coordinating board and committee meetings, preparing and distributing agendas and board materials, recording and distributing meeting minutes, tracking board terms, supporting board recruitment and orientation activities, coordinating the Annual Board Retreat, and assisting the CEO and Governance Committee with board-related communications and follow-up.
Other duties as assigned.

CORE COMPETENCIES:

Effectively communicates (written and verbal) complex ideas with Leadership and Board of Directors and professionally interfaces with other stakeholders and partners
Demonstrates flexibility and sound judgment when shifting between executive support, board administration, and front office responsibilities.
Independently prioritizes and manages tasks in the absence of specific instructions and exercises independent judgment to identify and solve problems and resolve conflict
Proactively cultivates, develops, and builds strong relationships across all functions at all levels
Maintains confidentiality of frequently sensitive information
Executes projects with multiple variables, sets realistic deadlines, manages a timeline, and ensures accountability
Demonstrate an awareness of fundamental business principles as well as an understanding of the overall industry in which the business operates

Professionalism and discretion
Mission alignment and service orientation
Strong organization and time management
Clear written and verbal communication
Problem-solving and initiative
Customer service and relationship-building

QUALIFICATIONS:

Associate degree, bachelor’s degree, or equivalent combination of education and relevant administrative experience.
Minimum of three years of administrative, executive assistant, office management, or nonprofit support experience preferred.
Strong written and verbal communication skills, including professional proofreading and editing ability.
Excellent organizational skills, attention to detail, and ability to manage multiple priorities and deadlines.
Proficiency with Microsoft Office or Microsoft 365, including Word, Excel, Outlook, PowerPoint, and Teams.
Ability to maintain confidentiality, demonstrate discretion, and interact professionally with diverse stakeholders.
Commitment to the organization’s mission, values, and service to the community.

Experience working in a nonprofit, human services, education, healthcare, faith-based, or community centered organization.
Experience supporting a Board of Directors, executive leadership team, committees, or senior-level administrators.
Experience coordinating meetings, events, travel, calendars, and confidential records. 
Experience working with diverse communities and teams

DATA MANAGEMENT SCOPE OF WORK

Gift Retrieval & Documentation:

Retrieve gift information on a weekly basis from multiple platforms, including Stripe, GiveWP, PayPal, ACH/bank records, check logs, and stock transfer documentation.
Cross-reference Finance Department records to identify and document all gifts received, ensuring no transactions are missed or miscoded.
Gather and upload supporting documentation for each gift to the designated SharePoint folders, named and filed according to established conventions.
Obtain and process In-Kind Donation forms, locating documentation from email, gift source websites, or other sources as needed.
Follow established procedures for stock donations, including interim acknowledgment and final acknowledgment upon receipt of sale value from Finance.

Gift Entry & Data Integrity:

Enter all gifts into Raiser’s Edge accurately and in a timely manner, including checks, credit card transactions, online gifts, stock transfers, in-kind donations, and pledges.
Maintain highly accurate and current donor records, including constituent data, gift coding, campaign and appeal assignments, and cultivation histories.
Perform regular data audits, deduplication, and cleanup to maintain the overall quality and integrity of the database.
Establish and maintain data entry standards and best practices; flag any inconsistencies or procedural questions to the Chief Development Officer.

Acknowledgment Processing:

Generate Excel mail merge files containing all relevant donor and gift fields for each gift type and acknowledgment template.
Using letter templates provided by the Director of Donor Relations, complete all mail merges and deliver fully merged Word documents to the Director of Donor Relations for review, printing, and mailing.
Maintain an organized record of all acknowledgments generated, ensuring no gifts are missed.

Finance Reconciliation:

Maybe assigned to reconcile all gifts with the Finance Department on a weekly basis, working collaboratively to resolve discrepancies between development records and Finance postings.
Maybe assigned to support the Finance Department with the annual audit as needed.

Reporting & Analysis:

Build and generate queries and reports in Raiser’s Edge to support fundraising campaigns, donor segmentation, and development planning.
Produce weekly, monthly, and quarterly revenue reports and dashboard summaries for the Funds Development team.
Generate mailing lists and data exports as requested by the Director of Donor Relations and Chief Development Officer.
Update the monthly FD Snapshot with Annual Fund, grant, and event-related gift data.

Database Structure & Governance:

Maintain the overall structure, policies, and procedures of the Raiser’s Edge database in collaboration with the Chief Development Officer.
Stay current with Raiser’s Edge updates and best practices; proactively recommend improvements to data processes where applicable.
Respond promptly and professionally to all emails from the Director of Donor Relations, Chief Development Officer, and Finance Department.
Other duties as assigned.

WORKING CONDITIONS:

This position works a hybrid schedule. Requires 2 days onsite and 1 day virtual. The role may require occasional evening or weekend hours to support board meetings, fundraising events, community events, or urgent organizational needs. Regular use of a computer, phone, video conferencing tools, and office equipment is required.

EEO Statement: It is the policy of Families First not to discriminate against any employee or applicant for employment because of race, color, religion, sex, national origin, age, marital status, genetic information, disability or because he or she is a protected veteran. It is also the policy of Families First to take affirmative action to employ and to advance in employment, all persons regardless of race, color, religion, sex, national origin, age, marital status, genetic information, disability or protected veteran status, and to base all employment decisions only on valid job requirements. This policy shall apply to all employment actions, including but not limited to recruitment, hiring, upgrading, promotion, transfer, demotion, layoff, recall, termination, rates of pay or other forms of compensation and selection for training, including apprenticeship, at all levels of employment. Families First is an Equal Opportunity Employer dedicated to Affirmative Action and Workforce Diversity. Families First participates in E-Verify.

 Qualifications: QUALIFICATIONS:

Minimum 3–5 years of experience managing Raiser’s Edge in a nonprofit fundraising environment, including RE NXT or demonstrates the ability to learn Data Base platforms based on transferable skills and experiences. 
Demonstrated experience with gift processing across multiple gift types: checks, credit cards, online platforms, stock transfers, and in-kind donations.
Advanced proficiency in building queries, exports, and reports in Raiser’s Edge.
Strong working knowledge of nonprofit fundraising mechanics, including campaigns, funds, appeals, constituent coding, and moves management.
Advanced Microsoft Excel skills, including data formatting, mail merge preparation, and familiarity with VLOOKUP or similar functions.
Proficiency in Microsoft Office Suite, including Word and Outlook.
Experience with Finance reconciliation and gift acknowledgment processes.
Blackbaud University coursework or bCRE certification preferred.
Ability to manage deadlines, flag issues proactively, and communicate regularly with staff and Finance without waiting to be asked.
Exceptional attention to detail and a strong sense of ownership over data quality.