Executive Assistant, SVP Principal, Institutional, & Major Giving
Natural Resources Defense Council (NRDC), New York, NY, United States
Executive Assistant
NRDC is seeking an Executive Assistant to work with our Development team in our New York Office. The Executive Assistant (EA) will support the Senior Vice President, Principal, Institutional & Major Giving (SVP), who oversees fundraising teams generating over $120M annually. The EA will provide comprehensive day-to-day administrative support to the SVPincluding strategic calendar management, travel coordination, preparation of materials, and meeting logisticsand will contribute to project coordination and administrative operations that span all three revenue streams: Principal Gifts, Institutional Giving, and Major Gifts. In addition to supporting the SVP with department-wide projects, the EA will assist with select Principal Gifts activities including internal coordination, briefing preparation, and record-keeping. The ideal candidate is a proactive and detail-oriented professional who thrives in a fast paced, collaborative environment and demonstrates sound judgment, strong communication skills, and exceptional organizational abilities. Responsibilities
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the following essential functions: Provide calendar and scheduling management for the SVP; support scheduling for teams within the Principal, Institutional & Major Giving portfolio as needed. Arrange domestic and international travel for the SVP; provide travel support for other team members as needed. Prepare expense reports, process invoices, and support administrative compliance, including time sheet management. Draft, proofread, and coordinate internal and external correspondence for the SVP and team leadership. Prepare materials for SVP for internal meetings with leadership and cross-departmental partners and document SVP-owned action items. This includes intra- and multi-department meetings such as the Management Forum, Development Leadership Team and the Development Executive Team, amongst others. Support administrative elements of hiring processes and HR coordination for teams reporting to the SVP. Project Coordination Across Principal, Institutional & Major Giving Coordinate special projects initiated by the SVP, ensuring clarity of timelines, deliverables, and responsibilities. Track progress on SVP related deliverables; proactively flag risks to keep timelines on track. Assist with planning retreats, presentations, team meetings, and cross departmental convenings. Participate in cross-team coordination with Institutional, Operations, and Major Gifts partners to ensure consistent administrative practices. Collect and circulate weekly news relevant to fundraising priorities and donor landscapes. Portfolio Support Coordinate logistics for high-level funder meetings in collaboration with the President's Office and other leadership support teams (scheduling, prep calls, materials, onsite staffing). Assist in preparing briefing materials for principal level donor meetings. Record donor meeting debriefs and prepare detailed contact reports. Partner with Operations coordinators to maintain database integrity and manage shared resources (e.g., Principal Gifts SharePoint, Asana, Salesforce). Support early stage donor and prospect research and prepare short written summaries; submit formal research requests as needed. Support agenda development and logistics for team meetings. The above list of duties is not comprehensive but generally demonstrates the types of matters under this position's responsibility. Other duties may be assigned. Qualifications
Minimum Education & Experience High school diploma required. BA/BS degree or equivalent work experience, preferred. 5 to 7 years administrative or office management experience including 3 years' experience in an Executive Assistant or equivalent role. Skills, Abilities, Competencies Advanced proficiency in Microsoft Office (PowerPoint, Word, Excel); Salesforce, Asana and Tableau experience a plus. Exceptional organizational, project management, and coordination skills, with the ability to manage multiple priorities and deliver high-quality results in a fast-paced environment. Proactive, detail-oriented problem solver with strong research, analytical, and communication skills; able to translate complex information into clear insights and recommendations. Skilled at supporting senior leadership by balancing strategic initiatives with day-to-day execution and administrative excellence. Collaborative, creative thinker who works effectively across teams and represents leadership with professionalism and diplomacy. Willingness to travel domestically (approximately 5%) and a strong commitment to organizational mission and values. Commitment to NRDC's mission, values, and DEI principles are essential. NRDC is committed to advancing diversity, equity, and inclusion, both in our work and in our workplace. We believe that celebrating and actively welcoming diverse voices and perspectives is essential to solving the planet's most pressing environmental problems, and we encourage applications from candidates whose identities have been historically under-represented in the environmental movement. We are an equal opportunity employer and do not discriminate in hiring or employment on the basis of race, color, religion, gender, gender identity or expression, marital status, sexual orientation, national origin, citizenship, age, disability, veteran status, or any other characteristic protected by federal, state, or local law. Pursuant to the San Francisco Fair Chance Ordinance, we will consider for employment qualified applicants with arrest and conviction records. We offer competitive salaries, excellent benefits, and a supportive working environment. Salary is based on a nonprofit scale and is commensurate with skills and experience. Internal equity will be reviewed and considered to determine a final offer. For this position, the salary range is $74,000 to $85,000. NRDC operates under a hybrid work model. Employees are required to come to the office 8 days per month. As a science-based organization, NRDC aims to do our part to help contain the COVID-19 public health crisis. For the sake of health, safety, and equity, we ask that people be vaccinated unless they have an approved medical or religious accommodation or other exemption in accordance with state and local law. We consider a person to be vaccinated two weeks after receiving one full course of a CDC-approved vaccine. In accordance with state or local law, new hires will be asked to attest to vaccination, those wishing to do so may request medical or religious accommodations or other exemptions via NRDC Employee Relations. NRDC treats all vaccine-related data confidentially, in keeping with local, state, and federal laws.
NRDC is seeking an Executive Assistant to work with our Development team in our New York Office. The Executive Assistant (EA) will support the Senior Vice President, Principal, Institutional & Major Giving (SVP), who oversees fundraising teams generating over $120M annually. The EA will provide comprehensive day-to-day administrative support to the SVPincluding strategic calendar management, travel coordination, preparation of materials, and meeting logisticsand will contribute to project coordination and administrative operations that span all three revenue streams: Principal Gifts, Institutional Giving, and Major Gifts. In addition to supporting the SVP with department-wide projects, the EA will assist with select Principal Gifts activities including internal coordination, briefing preparation, and record-keeping. The ideal candidate is a proactive and detail-oriented professional who thrives in a fast paced, collaborative environment and demonstrates sound judgment, strong communication skills, and exceptional organizational abilities. Responsibilities
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the following essential functions: Provide calendar and scheduling management for the SVP; support scheduling for teams within the Principal, Institutional & Major Giving portfolio as needed. Arrange domestic and international travel for the SVP; provide travel support for other team members as needed. Prepare expense reports, process invoices, and support administrative compliance, including time sheet management. Draft, proofread, and coordinate internal and external correspondence for the SVP and team leadership. Prepare materials for SVP for internal meetings with leadership and cross-departmental partners and document SVP-owned action items. This includes intra- and multi-department meetings such as the Management Forum, Development Leadership Team and the Development Executive Team, amongst others. Support administrative elements of hiring processes and HR coordination for teams reporting to the SVP. Project Coordination Across Principal, Institutional & Major Giving Coordinate special projects initiated by the SVP, ensuring clarity of timelines, deliverables, and responsibilities. Track progress on SVP related deliverables; proactively flag risks to keep timelines on track. Assist with planning retreats, presentations, team meetings, and cross departmental convenings. Participate in cross-team coordination with Institutional, Operations, and Major Gifts partners to ensure consistent administrative practices. Collect and circulate weekly news relevant to fundraising priorities and donor landscapes. Portfolio Support Coordinate logistics for high-level funder meetings in collaboration with the President's Office and other leadership support teams (scheduling, prep calls, materials, onsite staffing). Assist in preparing briefing materials for principal level donor meetings. Record donor meeting debriefs and prepare detailed contact reports. Partner with Operations coordinators to maintain database integrity and manage shared resources (e.g., Principal Gifts SharePoint, Asana, Salesforce). Support early stage donor and prospect research and prepare short written summaries; submit formal research requests as needed. Support agenda development and logistics for team meetings. The above list of duties is not comprehensive but generally demonstrates the types of matters under this position's responsibility. Other duties may be assigned. Qualifications
Minimum Education & Experience High school diploma required. BA/BS degree or equivalent work experience, preferred. 5 to 7 years administrative or office management experience including 3 years' experience in an Executive Assistant or equivalent role. Skills, Abilities, Competencies Advanced proficiency in Microsoft Office (PowerPoint, Word, Excel); Salesforce, Asana and Tableau experience a plus. Exceptional organizational, project management, and coordination skills, with the ability to manage multiple priorities and deliver high-quality results in a fast-paced environment. Proactive, detail-oriented problem solver with strong research, analytical, and communication skills; able to translate complex information into clear insights and recommendations. Skilled at supporting senior leadership by balancing strategic initiatives with day-to-day execution and administrative excellence. Collaborative, creative thinker who works effectively across teams and represents leadership with professionalism and diplomacy. Willingness to travel domestically (approximately 5%) and a strong commitment to organizational mission and values. Commitment to NRDC's mission, values, and DEI principles are essential. NRDC is committed to advancing diversity, equity, and inclusion, both in our work and in our workplace. We believe that celebrating and actively welcoming diverse voices and perspectives is essential to solving the planet's most pressing environmental problems, and we encourage applications from candidates whose identities have been historically under-represented in the environmental movement. We are an equal opportunity employer and do not discriminate in hiring or employment on the basis of race, color, religion, gender, gender identity or expression, marital status, sexual orientation, national origin, citizenship, age, disability, veteran status, or any other characteristic protected by federal, state, or local law. Pursuant to the San Francisco Fair Chance Ordinance, we will consider for employment qualified applicants with arrest and conviction records. We offer competitive salaries, excellent benefits, and a supportive working environment. Salary is based on a nonprofit scale and is commensurate with skills and experience. Internal equity will be reviewed and considered to determine a final offer. For this position, the salary range is $74,000 to $85,000. NRDC operates under a hybrid work model. Employees are required to come to the office 8 days per month. As a science-based organization, NRDC aims to do our part to help contain the COVID-19 public health crisis. For the sake of health, safety, and equity, we ask that people be vaccinated unless they have an approved medical or religious accommodation or other exemption in accordance with state and local law. We consider a person to be vaccinated two weeks after receiving one full course of a CDC-approved vaccine. In accordance with state or local law, new hires will be asked to attest to vaccination, those wishing to do so may request medical or religious accommodations or other exemptions via NRDC Employee Relations. NRDC treats all vaccine-related data confidentially, in keeping with local, state, and federal laws.