Job Description

80Twenty is a boutique recruitment agency that connects high-growth companies with exceptional candidates.

Our client is seeking an experienced Executive Assistant (EA) who will partner with the Founder to achieve the organization’s goals. This EA is primarily responsible for supporting the Founder in communications, fundraising, operations, speaking, and event management support. The EA is expected to exercise discretion and independent judgment in the fulfillment of their duties. The ideal candidate holds a bachelor's degree and has prior experience supporting executives and organizations.

RESPONSIBILITIES

● Organizational leadership support: Act as a trusted thought partner to the Founder.

● Workflow & task management: Manage competing priorities, track and update the Founder's To-Do List daily, and ensure timely resolution of incoming requests. Coordinate with consultants to align workflow schedules and priorities.

● Internal and external relations: Act as frontline liaison between company and funders, partners, organizations, collaborators, and consultants.

● Contract management: Invoice and pay consultants, contractors, and vendors; maintain contract documents and schedules of deliverables.

● Correspondence & email management: Draft and review correspondence in the Founder's voice and style, track key messages, ensure timely responses, and maintain accurate contact records.

● Communication management: Maintain and update website, social media accounts, and newsletter. Liaise with freelance designers and manage review and approval processes to create graphics and external communications materials. Manage schedules for and draft website updates, social media copy, biannual newsletters, press releases, one-sheets, and other collateral materials.

● Calendar & meeting management: Maintain and optimize the Founder's highly dynamic calendar, balancing external commitments, internal meetings, and Founder’s personal commitments while ensuring sufficient work time.

● Conduct research, collect information, and create relevant lists: Research opportunities for potential individual or organizational partners or collaborators. Present findings to the Founder and Executive Director.

● Meeting preparation, note taking & follow-up: Ensure the Founder and Executive Director are fully briefed for meetings by gathering and organizing materials, agendas, and documents in advance. Track and record follow-ups and to-dos for meeting participants.

● Document organization & retention: Organize and maintain digital and printed materials.

● Expense & travel coordination: Collect and submit expense reports to bookkeeper, ensure timely reimbursements, and reconcile receipts. Book travel and related needs.

● Technology & systems coordination: Maintain logins and access to IT systems, support the Founder with IT needs, coordinate with IT consultant for troubleshooting as needed, and ensure seamless use of technology onsite and when traveling. Manage CRM platform for databases, contact lists, and donor management.

● Speaking and event support: Coordinate with Founder’s speaking agent, review and route inbound speaking inquiries, manage pro bono and small events, conduct research for speaking opportunities to provide speaking agent.

● Fundraising and development: Support Executive Director and Founder in fundraising efforts for the organization, maintain funder database, conduct prospective funder research, prep and track LOIs and proposals. Manage calendar for grant applications and reporting for existing grants, enter gifts, track and record all donations and revenue, draft and send donor communications and acknowledgements letters.

EDUCATION AND PREFERRED EXPERIENCE

● Bachelor’s Degree from an accredited college or university

● 3+ years experience as an EA with proficiency in calendar and email management, meeting coordination, contact management systems, and workflow/project management

● Experience managing events and coordinating programs

● Strong communications experience (website, social media)

● Familiarity with fundraising, grant writing, donor relations, and development operations

● Understanding of nonprofit bookkeeping practices, including expense tracking and coding

● Fluency with a variety of software platforms for communications, CRM, fundraising research, bookkeeping, office and file management, email campaign and newsletter management, project management, basic graphic design/layout and web site updates (e.g. Salesforce for Nonprofits, Quickbooks Online, Candid, Google Workspace, InDesign, Dropbox, Microsoft Office, Squarespace, Asana, Monday.com, Trello, Mailchimp, Zoom)

● Exceptional written and verbal communication skills, with the ability to prepare clear, concise, and impactful communications for internal and external audiences

The position is primarily virtual, but the ideal candidate is based in the Bay Area and available for occasional work onsite in Oakland. However, remote candidates are encouraged to apply. Schedule is Monday-Friday, 40 hours/week, but requires flexibility based on the dynamic nature of the position and the Founder’s travel schedule, with occasional weekend or evening work required.

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