Fundraising & Administrative Support Virtual Assistant

This is a remote position.

Role overview

Is seeking a reliable, proactive, and detail-oriented Virtual Assistant to provide fundraising and administrative support to its leadership and small team.

The primary focus of the role will be assisting with fundraising initiatives, donor communications, sponsorship coordination, and preparations for a major fundraising event scheduled for June. The VA will also provide general administrative assistance, coordinate with external partners and vendors, organize internal documentation, and help manage outstanding operational tasks.

This position is ideal for someone with previous fundraising, nonprofit, donor relations, or administrative support experience who is comfortable balancing different responsibilities depending on the organization's priorities and workload.

Key responsibilities

1. Fundraising and donor support

• Assist with individual fundraising campaigns and donor engagement activities.
  
• Support year-end fundraising initiatives, including donor follow-ups and acknowledgment emails.
  
• Send donation acknowledgment and thank-you communications, including follow-up appreciation messages as directed.
  
• Track donor interactions, contributions, and follow-up requirements.
  
• Assist with maintaining and updating donor records across the organization's systems.
  
• Follow up with potential donors, existing supporters, and other fundraising contacts through email and phone calls.
  
• Help ensure fundraising activities and deadlines remain on track.
  
• Provide administrative assistance to the client in managing fundraising-related priorities.
  

2. Event planning and coordination

• Provide administrative and coordination support for the organization's major fundraising event scheduled for June.
  
• Assist with preparing and sending corporate sponsorship requests and follow-ups.
  
• Monitor event registrations and send registration confirmations.
  
• Coordinate with event vendors, including caterers and other service providers.
  
• Follow up with vendors and partners to confirm arrangements, deliverables, and deadlines.
  
• Help track event requirements, timelines, and outstanding action items.
  
• Maintain organized event documentation and communication records.
  
• Assist with other event-related administrative tasks to ensure smooth preparation and execution.
  

The upcoming event is expected to accommodate more than 200 attendees.

3. Administrative and executive support

• Provide day-to-day administrative assistance to May Vaughn.
  
• Assist with calendar and schedule management.
  
• Organize meetings, appointments, and follow-up reminders.
  
• Manage and respond to routine administrative emails and inquiries.
  
• Handle troubleshooting emails and coordinate responses to outstanding concerns.
  
• Follow up with internal staff, external partners, and stakeholders.
  
• Help ensure important tasks, commitments, and deadlines are not overlooked.
  
• Maintain organized records, files, and administrative documentation.
  

4. Team and project coordination

• Provide administrative support to the client and her two additional staff members.
  
• Follow up on assigned tasks and pending deliverables.
  
• Coordinate with team members to ensure projects and activities remain on schedule.
  
• Maintain and update running task lists and outstanding action items.
  
• Assist with tracking issues and concerns that require resolution.
  
• Help minimize the organization's backlog of administrative and operational tasks.
  
• Provide regular updates on task progress and pending requirements.
  

5. Documentation and file organization

• Organize and categorize existing organizational documents and records.
  
• Review and organize historical board meeting notes and related documentation.
  
• Help consolidate files currently scattered across different folders and drives.
  
• Establish a more structured and accessible digital filing system.
  
• Maintain organized records within the organization's existing cloud storage and drive systems.
  
• Assist with documenting processes and keeping internal records updated.
  

6. Operational and backend administrative support

• Work through the organization's existing engineering and operational task list.
  
• Assist with tracking outstanding website and backend system issues.
  
• Coordinate with the appropriate team members regarding unresolved technical or operational concerns.
  
• Monitor the status of pending issues and follow up until they are addressed.
  
• Assist with organizing internal systems and improving administrative workflows.
  
• Support other operational projects during slower fundraising periods.
  

7. Future event preparation

• Provide preliminary administrative support for the organization's 30th anniversary celebration planned for 2028.
  
• Assist with maintaining the initial event work plan and documentation.
  
• Help track early planning activities and assigned responsibilities as the project progresses.
  

Required qualifications and experience

• Previous experience in fundraising, nonprofit administration, donor relations, or general administrative support is highly preferred.
  
• Experience supporting nonprofit organizations, charities, or community-focused organizations is an advantage.
  
• Familiarity with donor management and fundraising processes.
  
• Experience handling email correspondence, follow-ups, scheduling, and administrative coordination.
  
• Strong organizational and documentation skills.
  
• Excellent written and verbal English communication skills.
  
• Comfortable making outbound calls and following up with donors, vendors, partners, and other stakeholders.
  
• Ability to manage multiple priorities and meet deadlines.
  
• Strong attention to detail and accuracy.
  
• Ability to work independently, take initiative, and identify tasks that need attention.
  
• Comfortable working with AI-assisted tools and digital productivity platforms.
  

Technical skills and tools

The VA should be comfortable using or willing to learn the following:

Important: The organization currently has donor records in Salesforce and Bonterra / Network for Good. The client has not yet confirmed which platform will be the primary system moving forward.

Ideal candidate profile

The client is looking for a VA who is:

• Female, as explicitly requested by the client.
  
• Highly organized and detail-oriented.
  
• Proactive and resourceful.
  
• Comfortable handling sensitive donor and organizational information.
  
• Excellent at written and verbal communication.
  
• Confident in making phone calls and conducting follow-ups.
  
• Able to work independently and manage tasks without constant supervision.
  
• Flexible and willing to handle both fundraising-related and general administrative responsibilities.
  
• Comfortable working with a small team and communicating with different stakeholders.
  
• Able to identify outstanding tasks and help move projects forward.
  

Working arrangement and schedule

Reporting and communication

• The VA will primarily work directly with May Vaughn.
  
• The VA will also provide administrative support to two additional staff members.
  
• Email will be the primary communication channel.
  
• The client prefers documented communication rather than WhatsApp.
  
• The VA should provide regular updates on assigned tasks, pending follow-ups, and completed deliverables.
  
• Meeting attendance can be coordinated directly with the client. The client is also open to having the VA review recorded meetings and AI-generated notes to identify action items and keep projects moving.
  

Initial priorities

During onboarding, the VA should prioritize:

1. Familiarization with the organization's operations, fundraising activities, and current systems.
   
2. Reviewing the upcoming June fundraising event work plan and identifying pending requirements.
   
3. Organizing donor records and identifying outstanding donor follow-ups.
   
4. Establishing a structured tracking system for sponsorships, registrations, vendors, and event deliverables.
   
5. Reviewing the existing administrative and engineering task backlog.
   
6. Organizing historical board meeting notes and other important documentation.
   
7. Establishing a clear communication and task-reporting process with May and the team.
   

Performance expectations

The ideal VA should help the organization achieve the following:

• Improved organization of fundraising and donor-related activities.
  
• Timely donor, sponsor, and vendor follow-ups.
  
• Better coordination and preparation for the June fundraising event.
  
• More organized digital files and historical records.
  
• Improved visibility of outstanding administrative and operational tasks.
  
• Reduced workload for May and her team.
  
• Consistent communication and documentation.
  
• Better follow-through on projects and commitments.