Executive Assistant/Development Coordinator

This position supports the work of the Y, a leading nonprofit, charitable organization committed to strengthening community through youth development, healthy living and social responsibility. The Executive Assistant & Development Coordinator at the New Castle Community YMCA intentionally fosters a cause-centered culture that is welcoming, genuine, hopeful, nurturing, and determined. This role provides secretarial and high-level administrative support to the CEO and Board Chair, while also supporting donor cultivation, event planning, and development operations

Responsibilities

· Manages the CEO's calendar and schedule, makes travel arrangements and prepares related expense reports.

· Fields all incoming calls and correspondence to the CEO's office; prepares meeting agendas, notes, and board meeting packets.

· Supports the coordination of meetings of the Board of Directors and committee groups; prepares and maintains meeting minutes and records.

· Maintains confidential executive and board files, documents, and correspondence.

· Gathers data, compiles, and prepares national statistical and strategic reports.

· Takes the lead role in organizing events such as the Praise Breakfast, Salute to Courage, donor receptions, and volunteer recognition events.

· Research prospective donors, grants, and funding opportunities to support the development strategy

· Assists CEO in writing grant proposals

· Supports fundraising campaigns by maintaining donor records, preparing donor acknowledgment letters, and assisting with annual giving programs.

· Coordinates and tracks development activities including appeals, sponsorships, and donor stewardship efforts in collaboration with the CEO or development staff.

· Conducts basic donor research and helps prepare fundraising materials, grant reports, and presentations.

· Maintains development databases and mailing lists; assists with CRM data entry and reporting.

· Coordinates office supply inventory, including business cards and stationary orders.

· All other duties as assigned by the CEO or designate

Qualifications

· YMCA Team Leader certification preferred.

· Three or more years of experience supporting high-level executives; nonprofit and development experience strongly preferred.

· Proficiency in Microsoft Office and database/CRM systems (e.g., Daxko, Raiser's Edge, Bloomerang, Salesforce).

· Strong organizational skills with attention to detail and discretion in handling confidential information.

· Excellent written and verbal communication skills.

· Ability to interact effectively with diverse populations and community stakeholders.

· Child Abuse Clearance, Criminal Background Check, and NSOR Clearance.

· Current CPR & First Aid Certification.