Executive Assistant - Part time
Foundation for Pottstown Education
Job Description Executive Assistant
Job Title: Executive Assistant Part Time 20 hours per week
Reports to: Executive Director
Job Summary:
As the Executive Assistant, you play a vital role in ensuring the financial health and operational efficiency of our organization. Your work encompasses financial oversight, bookkeeping, donor relations, database management, administrative coordination, marketing, fundraising support, and board engagement. This position formalizes your role in assisting with development efforts, strengthening donor engagement, supporting fundraising initiatives, and ensuring accurate documentation of board and committee meetings.
ESSENTIAL FUNCTIONS:
Financial Management & Bookkeeping:
- Oversee financial transactions, including accounts payable/receivable, bank reconciliations, and payroll processing.
- Maintain accurate financial records and ensure compliance with nonprofit accounting standards (GAAP).
- Prepare financial reports for leadership and board meetings, including balance sheets, income statements, and cash flow reports.
- Assist with budgeting and financial planning, ensuring alignment with organizational goals.
- Track and report key financial metrics, including revenue trends, expense management, and fundraising performance.
- Ensure compliance with nonprofit financial regulations, tax filings, and reporting requirements.
- Manage restricted and unrestricted funds, ensuring proper allocation and tracking.
- Coordinate with accountants and auditors for tax filings, financial reviews, and annual audits.
- Implement internal controls to safeguard financial assets and prevent fraud.
- Maintain financial policies and procedures, ensuring transparency and accountability.
Operations & Administrative Duties:
- Manage daily office operations, including scheduling, correspondence, and document organization.
- Maintain organizational files and records, ensuring accessibility and accuracy.
- Attend and take minutes for all committee and board meetings, ensuring accurate documentation and follow-up on action items.
- Perform general administrative support tasks as needed to assist leadership and the Board of Directors..
Database & Reporting:
- Maintain and update donor database, ensuring accuracy and security.
- Track and report key performance indicators (KPIs) related to donor engagement, fundraising effectiveness, and financial health.
- Generate reports on fundraising performance, donor retention rates, and campaign success metrics.
- Develop and maintain dashboards to provide real-time insights into organizational impact and financial sustainability.
- Ensure data integrity and compliance with nonprofit regulations and reporting requirements.
- Analyze trends in donor contributions, event participation, and program effectiveness to support strategic decision-making.
- Provide regular reports to leadership and the board, highlighting key metrics and actionable insights.
Marketing & Communications:
- Manage email-marketing campaigns, including newsletters and donor outreach.
- Assist with social media updates and website content management.
- Prepare donor appreciation letters and fundraising appeals.
- Create marketing materials such as brochures, flyers, and digital assets to support fundraising and outreach efforts.
- Monitor and report on marketing performance metrics, including email open rates, social media engagement, and campaign effectiveness.
- Ensure brand consistency across all communications and marketing channels.
Fundraising & Development:
- Assist in planning and executing fundraising campaigns, donor outreach, and special events.
- Support donor stewardship efforts, including acknowledgment and appreciation initiatives.
- Help coordinate fundraising events and initiatives to maximize donor participation.
- Ensure compliance with fundraising regulations and best practices.
Marginal Functions
Marginal functions will vary with the specific assignment and depend on the particular position function for which the person is responsible.
scope and Impact
This position works independently in the performance of the essential functions. Contacts include Executive Team members, district staff, the Foundation Board of Directors, PSD Board of Directors general public, national, federal, state, and local grant funding sources, national and local foundations, corporate, and individual donors, professional and regulatory state and federal organizations.
Minimum Requirements: This position requires Bachelor’s degree or the equivalent combination of education and experience that meets the job requirements. Strong technology skills are required as well as strong interpersonal, decision-making and leadership skills. This position is responsible for the data entry of DonorPerfect software system. Training will be provided should there be no prior knowledge of this system.
Special Skills: The ability to relate to and function effectively with people of varying backgrounds and positions as well as the skill to communicate effectively is required. Position requires outstanding presentation skills. Position must have the ability to organize, supervise and budget. The incumbent must possess a positive and professional attitude. Position requires strong technical skills to include the Microsoft suite of office products. Position uses time and resources effectively. Be highly confidential at all times; act as a team player; be flexible to work on multiple tasks; maintain composure at all times and possess the ability to deal with constant change.
Physical/Mental/Environmental
Physical: Sit: 80% walk/stand: 20%;
Lifting: Some occasional light lifting
Vision: Normal
Mental: Ability to define problems, collect and organize information, establish facts and draw valid conclusions to solve the problem/handle the situation and use clear and good judgment. Must be able to remain calm in what can become a stressful environment.
Environmental: Normal office environment.
The above description covers the most significant essential and marginal functions but does not exclude other occasional responsibilities and accountabilities the inclusion of which would be in conformity with the major purpose of this job.
Please email resume to Joe Rusiewicz, Executive Director Foundation for Pottstown Education jrusiewicz@pottstownk12.org
