Executive VA (Project Manager)

We are seeking an organized, detail-oriented, and tech-savvy Project Manager to serve as the operational engine behind our major gifts fundraising team.

In this role, you will work primarily behind the scenes to keep projects moving seamlessly, ensure accurate donation tracking, and empower our Major Gift Officers (MGOs) to focus on building meaningful donor relationships.

Compensation & Benefits:

• Starting Rate: $6.00/hour
• Health Allowance
• Retention bonus
• Performance-based pay raises (Month 3, Year 1 and 2)

Key Responsibilities

1. Calendar & Communication Management

• Maintain and optimize calendars for the Major Gifts team to prevent scheduling friction and keep priorities on track.
• Draft, proofread, and queue up email correspondence and outbound text messages to donors and partners on behalf of forward-facing team members.
• Ensure ongoing communication flows smoothly so officers never get bogged down by administrative backlog.

2. Presentation & Content Design

• Compile, design, and format polished donor pitch decks and presentations using Canva.
• Prepare, review, and queue visual materials in advance for MGOs to present during donor meetings and major gift solicitations.

3. Inbound Funds Audit, Logging & CRM Upload

• Receive, audit, and accurately log incoming checks, wire transfers, and digital donations into our CRM database.
• Utilize your financial background to perform checks and balances on incoming funds, ensuring precise reconciliation and donor record updates.
• Maintain clean CRM data hygiene, tagging gifts correctly, and identifying/resolving entry discrepancies.

4. CRM Monitoring & Major Gift Alerts

• Actively monitor the CRM system for significant contributions.
• Flag incoming major gifts and send timely alerts to the development team to ensure prompt donor stewardship.
• Perform routine audits to catch any untracked or misattributed gifts in the pipeline.

Qualifications & Ideal Candidate Profile

• Experience: 2–3+ years of experience in executive administration or financial operations.
• Financial Aptitude: Background in accounting, bookkeeping, or financial operations sufficient to manage checks, balances, and donor gift logging accurately.
• Tech & Software Proficiency:
• Hands-on experience with fundraising CRMs (e.g., Raiser's Edge, Salesforce, HubSpot, or similar).
• Strong proficiency in Canva (or similar graphic design software) for compiling visual presentations.
• Deep familiarity with Google Workspace / Microsoft Office tools and calendar scheduling systems.
• Core Skills:
• Exceptional written communication skills for drafting emails, texts, and donor correspondence.
• High level of discretion, attention to detail, and operational precision.
• Strong project management mindset—comfortable working behind the scenes to support forward-facing teammates.