VIRTUAL NONPROFIT EXECUTIVE ASSISTANT - CONTRACT/REMOTE
VaVa Virtual Assistants is a remote company based out of Atlanta, Georgia. We help businesses thrive by connecting them with one of our virtual professionals for specialized support across various industries. While our team is remote, we enjoy getting to know one another through daily conversation, project collaboration, and all-company virtual gatherings.
We are looking for a skilled Nonprofit Executive Assistant who is capable of managing the account and client relationship, with a strong emphasis on legal-geared tasks. You will be responsible for providing comprehensive legal administrative support, ensuring all tasks are executed seamlessly and efficiently to meet client needs. This includes preparing legal documents, conducting research, and managing case files. To succeed in this role, you must be self-motivated, self-disciplined, and demonstrate a level of legal expertise that qualifies you to be a trusted advisor to our clients.
Please take a close look at the requirements and qualifications listed below as these are what will lead to success in this role. We sincerely appreciate your interest in joining our team!
EXPECTATIONS
Represent VaVa Virtual Assistants in a Positive & Professional Manner
- Demonstrate an exceptional work ethic and a positive attitude in all interactions
- Ensure all communication reflects the company’s values and level of professionalism
- Embrace VaVa values, standards, and contribute to a thriving company culture
Take Ownership of Client Satisfaction
- Lead and manage client accounts and interactions
- Understand and anticipate client needs while also communicating progress and updates
- Address challenges and problem solve without compromising quality of service
- Demonstrate a commitment to excellence in high-quality work and attention to detail
- Awareness of and adherence to engagement hours, and opportunities or needs to adjust hours for service
Operational Responsibilities:
- Communication Management: Handle communication with donors, partners, board members, community stakeholders, and vendors, ensuring all communications are professional, consistent, and timely.
- Program & Initiative Management: Assist in the preparation and organization of program files, board materials, and initiative documentation; track progress on key initiatives and ensure all necessary materials and reports are completed and submitted on time.
- Confidentiality Management: Ensure all sensitive and confidential information (donor data, personnel matters, financials, and strategic plans) is handled with the utmost care and in compliance with organizational policies and applicable regulations.
- Stakeholder Relationship Management: Maintain and manage relationships with donors, partners, board members, and key stakeholders, providing regular updates and ensuring high levels of engagement and satisfaction.
RESPONSIBILITIES
- Organize, maintain, and manage organizational records, program documents, and internal files.
- Conduct research on funding opportunities, partners, or policy issues and summarize findings for leadership.
- Prepare, draft, and review organizational documents, reports, grant materials, and correspondence.
- Manage and coordinate schedules for executive meetings, board meetings, and organizational events.
- Handle professional communication with donors, partners, board members, and external stakeholders.
- Assist in the preparation and organization of board materials, presentations, and executive briefings.
- Track project and initiative progress and ensure timely completion of deliverables and documentation.
- Assist with expense tracking, reimbursements, and basic invoicing or donor-related documentation.
- Monitor compliance with grant requirements, reporting deadlines, and organizational policies.
- Provide administrative support during board meetings, events, and key organizational initiatives.
- Coordinate travel arrangements for executives and leadership team members.
- Ensure confidentiality of sensitive donor, personnel, and organizational information.
- Maintain and manage stakeholder, donor, and partner relationships with regular updates and communications.
- Assist in the coordination and management of strategic initiatives and cross-functional projects.
- Utilize nonprofit, CRM, or project management software for document management, tracking, and reporting.
- Other Executive Assistant responsibilities as requested.
GENERAL QUALIFICATIONS
- Must reside and be authorized to work in the United States
- At least 5 years of the demonstrated experience outlined above
- At least 5 years of experience working full-time in a virtual role
- Available at least 20 hours per week to support high-touch (daily), deliverable-focused clients.
- Experience understanding and applying nonprofit sector terminology, operations, and organizational processes
TECHNICAL QUALIFICATIONS
- Proficiency with nonprofit research, grant, or donor databases and resources (e.g., Candid/Foundation Directory, Guidestar, or similar).
- Experience with nonprofit CRM, donor management, or program management systems (e.g., Salesforce, Bloomerang, DonorPerfect, Blackbaud, or similar).
- Familiarity with document management and file-sharing systems (e.g., SharePoint, Google Drive, Dropbox, or similar).
- Competence with calendaring and scheduling tools (e.g., Google Calendar, Outlook, Calendly).
- Knowledge of grant submission portals, reporting systems, or compliance platforms used by funders and partners.
- Experience and confidence in coordinating large-scale webinars and video conferencing including scheduling, facilitating, overseeing breakout rooms, and troubleshooting technical issues.
- Experience and comfortability with a range of technology such as Slack, project management tools, Google Suite, and Microsoft Office.
