Schedule:

• 9:00 AM – 5:00 PM, Monday to Friday

• 40 hours/week

• Client Timezone: Pacific Time (San Diego)

 

Client Overview

Support the development function of a private K–8 school by providing high-level administrative, CRM, and donor operations support. This role collaborates directly with the Director of Development and plays a critical role in fundraising administration, donor communications, database management, and operational coordination.

 

Job Description:

As an assistant, you will support fundraising and development operations by managing donor databases, coordinating communications, and handling administrative and scheduling tasks. This role requires strong CRM expertise, exceptional organisation, excellent communication skills, and the ability to work independently while supporting senior leadership. You will also assist with email campaigns, donor records, and fundraising administration with high attention to detail and professionalism.

 

Responsibilities:

CRM & Donor Database Management

• Manage and maintain donor and client records in CRM systems (HubSpot and/or eTapestry preferred)

• Ensure donor databases are accurate, up to date, and well-organised

• Pull donor information and create segmented donor lists for campaigns and reporting

• Compile and manage donor data for fundraising initiatives

Email Campaigns & Donor Communications

• Set up and manage automated email campaigns to donors

• Send tax receipts and donor acknowledgements

• Maintain professional email communication etiquette

• Support fundraising campaign administration and follow-ups

Administrative & Executive Support

• Coordinate scheduling, meetings, and calendar management

• Organise meetings and prepare materials as required

• Provide administrative support to the Director of Development and back-office team

• Maintain strong Zoom and virtual meeting etiquette

Data, Reporting & Tools

• Use Excel to create, manage, and analyse donor and client lists

• Extract and format data for reporting and campaigns

• Leverage AI tools (e.g. ChatGPT, Gemini) to streamline workflows and improve efficiency

Design & Promotional Support

• Create basic flyers and promotional materials for fundraising and events

• Support visual content needs for campaigns and communications

 

Requirements:

• 5+ years’ experience in executive assistant, administrative, or development support roles

• Strong CRM proficiency (HubSpot and/or eTapestry highly preferred)

• Experience managing donor databases or client CRM systems

• Advanced Excel skills (list building, data extraction, segmentation)

• Experience managing automated email campaigns

• Strong organisational skills with exceptional attention to detail

• Excellent written and verbal English communication skills

• Tech-savvy, quick learner comfortable adopting new systems

• Comfortable using AI tools to improve productivity

• Ability to work independently in a remote environment

• Reliable internet connection and professional home office setup

Bonus if you have:

• Experience supporting fundraising or nonprofit development teams

• Graphic design experience (Canva or similar tools)

• Experience working directly with senior leadership

 

Scope & Hours:

• 40 hours per week

• Remote work arrangement

• Working hours aligned with Pacific Time (San Diego)

• Long-term role supporting development and fundraising operations

 

Why Join This Team?

• High-trust role working directly with senior leadership

• Meaningful work supporting education and community initiatives

• Stable, full-time remote position

• Opportunity to apply CRM, data, and campaign skills in a mission-driven environment

• Structured responsibilities with room to improve systems and workflows

 

Independent Contractor Perks

• Health Insurance for eligible locations
• Permanent work from home
• Immediate hiring