Executive Assistant (part-time)

Nonprofit Administrative, Support & Clerical

The Vascular Birthmarks Foundation is seeking a part-time Executive Assistant for a vibrant not-for-profit that networks children and adults affected by a vascular birthmark with medical specialists. Major roles include: support fundraising events remotely and locally (Capital District, NY area), assist the Foundation President with projects, maintain up-to-date info on website, respond to emails and requests for information or resources, coordinate annual conference, handle administrative duties.

Home-based position. Flexible work hours. Some evening meetings.

Start at 20 hours/week. Available immediately. Salary negotiable.

VBF Executive Assistant

Support Fundraising Events and Annual VBF Conference

a. Works with the Communication Director for area events including printing marketing materials, promotions materials, and more.
b. Prepares and mail letters, sponsorship information, confirmation letters, and remittance form for sponsor appeals
c. Post events on area online calendars
d. Responsible for communication including reminders and follow-up surveys for participants
e. Coordinate with Conference team and provide support as needed including post-event report and total

Support Day Of Awareness and Month of Awareness Events (May)

a. Follow up on Peer Fundraising pages and works with those who express an interest in hosting an event

b. Work with DOA team

c. Respond to requests for and offers promotional materials

d. Maintain spreadsheets of all DOA events and hosts’ contact information

e.Follow up with all DOA event planners for collection of cash revenue

f. Send thank you letters to all DOA event hosts

Keep online presence updated (in collaboration with President, Communication Director, and Social Media Coordinator)

a. Keep Calendar of Events, Current Events, and News up to date

b. Check weekly for broken links

c  Write content for website as needed

Support VBF President

a. Weekly check-in for ongoing projects

b. Prepare applications and forms required for foundation

c. Order supplies and materials for conference/events

d. Monthly report on accomplishments

Support Meetings

a.Coordinate call-in and Zoom conference calls

b. Reminders of bi-monthly board meetings

c. Maintain board listing in shared drive and website

d. Distribute board meeting agenda, minutes, and action plans

Keep Charity Status and employee giving applications up to date


b. CFC

c. All States Compliance

Manage the annual VBF Scholarships applications


* Strong computer skills, especially with Microsoft Office (particularly Word, Excel, PowerPoint, and Publisher) and Google Suite
* Experience with online promotional tools, ie. social fundraising (peer-to-peer) pages.
* Experience planning and executing a conference or fundraising events.
* Experience working with the public to help engage and inform in emails, social media posts, and letters
* Detail-oriented and able to work well under pressure
* Flexibility and ability to work remotely with a team of staff and volunteers

Please send resume and references to Dr. Linda Rozell-Shannon at vbfpresident@gmail.com

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