Key Job Functions:

The Executive Assistant provides high-level, confidential administrative and strategic support to the Chief Impact Officer, who leads key functions across fundraising, marketing, CRM strategy, and operational oversight. This role is essential in helping the executive function at peak performance and stay focused on mission-critical priorities. The ideal candidate is a proactive problem solver with exceptional communication skills, discretion, and a passion for nonprofit impact.

Duties and Responsibilities:

Administrative & Executive Support

Manage complex scheduling, calendaring, and meeting coordination across internal and external stakeholders
Prepare and organize materials for meetings, presentations, and donor-facing events
Draft and edit correspondence, reports, and communications on behalf of the executive
Track follow-ups and ensure timely execution of action items
Provide travel planning, event logistics, and expense reporting support

Development & Donor Support

Assist with donor stewardship: maintain donor records, prepare thank-you letters, track pledges, and support moves management activities
Support the creation of fundraising reports, proposals, and campaign updates
Coordinate logistics for donor meetings, site visits, and special events

Marketing & Communications

Organize marketing collateral, impact stories, and digital assets for events or campaigns
Support the coordination of newsletter and social media content calendars as needed
Help ensure brand alignment in executive communications

CRM & Data Management

Maintain data hygiene and contact records in Salesforce
Generate reports to support strategic decision-making across fundraising and operations

Operations & Project Coordination

Assist with cross-functional project management, tracking progress and deadlines
Help prepare materials and agendas for board and leadership meetings
Coordinate with academic, finance, HR, and facilities teams to support operational needs

Qualifications & Work Experience:

To perform this job successfully, the candidate must be able to perform each essential duty satisfactorily (with or without an accommodation). The requirements listed below are representative of the knowledge, skill, and/or ability required.

Required:

5+ years in an executive assistant, development coordinator, or high-level admin role
Exceptional organizational, communication, and interpersonal skills
Proven ability to handle sensitive information with discretion and professionalism
Proficiency in Microsoft Office Suite and CRM platforms (Salesforce, Bloomerang, or similar)
Strong writing and editing skills
Ability to thrive in a fast-paced, mission-driven environment

Preferred:

Experience in a nonprofit or fundraising setting
Knowledge of donor engagement best practices and event logistics
Project management experience or certification

Attributes for Success

Mission-aligned and service-oriented
Proactive and adaptable with a bias toward execution
Detail-driven, yet able to see the big picture
Confident communicator and relationship-builder
Values-driven team player with a strong sense of accountability

Important Notes

Position Details: This is a full-time salaried (exempt) position (40+ hours/week).

Schedule: This position generally has a flexible start and end time-based needs of the business and employee Monday-Friday.

Pay: This pay does not include any opportunity for incentive compensation and is only reflective of the base pay for this position.

The range of pay for this California-based position is $75,000.00-$95,000.00 annually.

The actual compensation offer will carefully consider a wide range of factors including your skills, qualifications, experience, and location. If your experience looks a little different from what we’ve listed and you think can bring value to Workshops for Warriors, we would love to learn more about you and encourage you to apply.

Benefits and Perks: Workshops for Warriors makes available comprehensive benefits after 30 days of employment. Options include Medical (50% employer contribution), dental and vision coverage (100% employer contribution), a 401k program with employer match, 8 paid holidays, Flexible work hours (position dependent), and paid time off.

Dress code: This position has a specific dress code that may change from time to time due to the nature of travel or meeting that takes place. Generally, this position has a business or business-casual dress code.

Supervisory: No supervisory responsibilities.

Physical Requirements: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. While performing the duties of this job, the employee is regularly required to talk or hear.

The employee frequently is required to stand; sit; walk; use hands to finger, handle or feel; and reach with hands and arms. The employee is regularly required to push, move, lift or otherwise bear 10-30lbs. Applications may include but are not limited to repetitive work using a computer keyboard, mouse and headphones while sitting and/or standing at an assigned work desk area.

Work Environment: The employee works in an office/administration building in an urban industrial neighborhood. Other areas within the school are mixed use such as classrooms, welding, and machining areas.

Employee may have additional environmental hazards such as: chemical, electrical, flammable, or mechanical in nature.

E-Verify Compliance Statement:

Workshops for Warriors, Inc. participates in the E-Verify program. We ensure employment eligibility of all employees by using the E-Verify electronic verification system.

Policy for Discrimination, Harassment and Retaliation Prevention:

Workshops for Warriors is committed to providing a professional work environment free from discrimination and harassment, including discrimination and harassment based on a protected characteristic, and an environment free from retaliation for participating in any protected activity covered by this policy.

Workshops for Warriors is committed to providing equal employment opportunities to all employees and applicants for employment. Accordingly, we have adopted and maintain this anti-discrimination policy designed to encourage professional and respectful behavior and prevent discriminatory and harassing conduct in our workplace.

Workshops for Warriors employees are expected to assume responsibility for maintaining a work environment that is free from discrimination, harassment, and retaliation. Employees are encouraged to promptly report conduct that they believe violates this policy so that we have an opportunity to address and resolve any concerns. Managers and supervisors are required to promptly report conduct that they believe violates this policy. We are committed to responding to alleged violations of this policy in a timely and fair manner and to taking appropriate action aimed at ending the prohibited conduct.

EEO Statement: Workshops for Warriors is committed to providing equal employment opportunities to all employees, applicants, unpaid interns, and volunteers without regard to actual or perceived: race (including hair texture or protected hairstyles, e.g. braids, locks, and twists), color, religion, religious creed (including religious dress and grooming practices), national origin (including language use restrictions), ancestry, citizenship, disability (mental and physical) including HIV and AIDS, medical condition (including cancer and genetic characteristics), genetic information, marital status, sex (including pregnancy, childbirth, breastfeeding, or related medical conditions), gender, gender identity, gender expression, age (40 years and over), sexual orientation, veteran and/or military status, family and medical leave status, domestic violence victim status, political affiliation, and any other status protected by federal, state, or local law.

All openings are subject to change without notice, due to the volume of applications / resumes received, we are unable to respond to status inquiries. Please be assured that your information is being properly handled and forwarded to the appropriate hiring staff. If your skills and qualifications meet the needs of the job, you will be contacted.

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Executive Assistant to COO