Executive Assistant- Stewardship and Development

POSITION TITLE: Executive Assistant, Office of Stewardship and Development

REPORTS TO: Chief Stewardship & Development Officer

FLSA STATUS: Exempt, Full-Time

POSITION SUMMARY

The Executive Assistant for the Office of Stewardship and Development provides high-level administrative, operational, and project coordination support to the Chief Stewardship & Development Officer and serves as the central point of coordination for the Office of Stewardship and Development. This position is responsible for managing the Chief Stewardship & Development Officer calendar, coordinating meetings and schedules, preparing agendas and materials, and ensuring the efficient day-to-day operation of the department.

The Executive Assistant plays a critical role in supporting internal and external communications, coordinating projects and follow-up activities, maintaining organizational priorities, and assisting with board, donor, stewardship, and leadership activities. The ideal candidate is highly organized, proactive, detail-oriented, and capable of managing multiple priorities while exercising sound judgment, professionalism, and discretion.

Executive Support and Calendar Management

· Manage and maintain the Chief Stewardship & Development Officer calendar, including scheduling appointments, meetings, travel, and special events.

· Prioritize and coordinate meeting requests while ensuring alignment with departmental priorities and deadlines.

· Anticipate scheduling conflicts and proactively resolve calendar issues.

· Coordinate travel arrangements and prepare itineraries as needed.

· Manage incoming correspondence, communications, and requests directed to the Chief Stewardship & Development Officer

Meeting Coordination and Administrative Support

· Organize and coordinate meetings for the Office of Stewardship and Development, including scheduling, logistics, room reservations, and virtual meeting arrangements.

· Prepare meeting agendas, presentation materials, reports, and supporting documentation.

· Attend meetings as requested, take meeting notes, prepare meeting summaries, document action items, and proactively monitor follow-up action items.

· Ensure timely communication and distribution of meeting materials.

· Track assignments and follow-up items to support accountability and project completion.

Board and Leadership Support

· Provide administrative support for development boards, committees, and leadership meetings.

· Coordinate meeting schedules, prepare agendas and materials, and maintain records and minutes as needed.

· Assist with board communications and ongoing coordination with volunteers, donors, and stakeholders.

· Support the preparation of presentations, fundraising updates, reports, and briefing materials for leadership and board meetings.

· Draft, coordinate, and track donor acknowledgments, thank-you letters, stewardship correspondence, and other communications on behalf of the Chief Stewardship & Development Officer.

Office and Department Coordination

· Serve as a liaison between the Chief Stewardship & Development Officer and internal departments, clergy, donors, volunteers, consultants, and external stakeholders.

· Serve as a central point of coordination for Office of Stewardship and Development initiatives by tracking projects, deadlines, action items, and follow-up activities to ensure timely execution and organizational accountability.

· Assist with departmental projects, special events, stewardship initiatives, campaign activities, and other strategic priorities.

· Maintain organized electronic and paper filing systems, records, and departmental documentation.

· Support office operations and administrative processes to ensure efficiency, responsiveness, and effective communication across the department..• Support donor stewardship and development activities by maintaining accurate constituent records and assisting with administrative functions within Raiser’s Edge and other development systems.

Confidentiality and Communication

· Handle sensitive information and confidential donor, organizational, and personnel matters with discretion and professionalism.

· Draft and edit correspondence, communications, reports, and other documents on behalf of the Chief Stewardship & Development Officer.

· Ensure professional and timely responses to inquiries and requests.

· Maintain a high level of professionalism and represent the Office of Stewardship and Development positively.

· Perform additional duties and special projects as assigned.

Education and Experience

· Associate's degree required; Bachelor's degree preferred in business administration, communications, nonprofit management, or related field.

· Minimum of three to five years of executive administrative support experience required.

· Experience supporting senior leadership, executives, or nonprofit leadership preferred.

· Experience in a development, fundraising, or faith-based environment preferred.

Knowledge, Skills, and Abilities

· Strong organizational and time management skills with the ability to manage multiple priorities and deadlines.

· Strong project coordination and follow-up skills with the ability to keep multiple initiatives moving simultaneously.

· Excellent written and verbal communication skills.

· Strong attention to detail and accuracy.

· Demonstrated ability to anticipate needs, exercise sound judgment, and work proactively with minimal supervision

· Demonstrated ability to maintain confidentiality, professionalism, and discretion when handling sensitive information.

· Proficiency with Microsoft Office applications including Outlook, Word, Excel, PowerPoint, and virtual meeting platforms.

· Strong interpersonal skills with the ability to build collaborative relationships and interact professionally with clergy, donors, volunteers, board members, consultants, and staff.

· Ability to work independently while collaborating effectively across departments.

· Experience with donor databases such as Raiser’s Edge or other constituent relationship management systems is preferred.

· Commitment to the mission and values of the Catholic Church of Philadelphia.

This position requires occasional evening and weekend work for meetings, events, and organizational activities. Limited travel may be required.