Executive Assistant Job at Clark Retirement in Grand Rapids

About Us

Since 1995, the Clark Foundation has been dedicated to enriching the lives of residents at Clark Retirement Communities through financial assistance, impactful programming, and capital improvements. Our mission is to create vibrant, compassionate communities that honor the dignity and respect of older adults and those who care for them. If you're passionate about philanthropy and thrive in a role that blends administrative expertise with relationship-building, we'd love you to join our dynamic team!

Position Overview

As the Executive Assistant, you will be at the heart of our efforts to grow and strengthen a culture of philanthropy. This role is far more than administrative-it's a chance to shape the donor experience, manage meaningful events, and build lasting relationships that drive impactful fundraising initiatives. You'll be a trusted partner to our Executive Director and a key contributor to achieving our mission.

Key Responsibilities

Board & Committee Coordination

• Be the logistical mastermind for Foundation board and committee activities: scheduling, preparing agendas, creating handouts, taking minutes, and arranging flawless meetings.

Gift Management & Financial Tracking

• Accurately process, track, and acknowledge all contributions in a timely manner.
• Collaborate with the Finance Department to ensure seamless allocation and receipting of gifts, including stocks, estate contributions, and in-kind donations.

Database Management

• Master our donor database (Donor Perfect) to track contributions, create insightful reports, and maintain system updates with meticulous care.

Event Planning & Execution

• Partner with the Executive Director and committee leaders to design and execute memorable special events. Every detail-from donor and sponsor outreach to vendor coordination-will be your canvas for showcasing creativity and precision.

Donor Engagement & Stewardship

• Serve as the trusted point of contact for donors, ensuring their experiences are meaningful and their intentions honored.
• Manage donor stewardship through personalized thank-you notes, appointment setting, and heartfelt correspondence.

Marketing & Communication

• Support the creation of impactful mailings, social media posts, and email marketing campaigns.
• Bring your creative eye to presentations and donor communications that inspire.

Relationship Building

• Cultivate and maintain meaningful connections with donors, residents, and community partners to advance philanthropic opportunities.
• Provide unparalleled customer service to ensure donor satisfaction and retention.

What We're Looking For

• A Multitasking Dynamo: You excel at juggling multiple priorities without dropping the ball
• Tech Savvy: You're comfortable with Microsoft Office and can pick up new tools and applications quickly
• Detail-Oriented & Proactive: You don't just check boxes - you anticipate needs and act on them.
• A Communication Ace: Your written and verbal communication is polished and professional
• Mission-Aligned: You're passionate about making a positive impact and love being part of a purpose-driven team.

Must-Have Skills & Experience:

• A Bachelor's degree with 3-5 years of demonstrated success - a nonprofit foundation environment preferred.
• Proven competencies in CRM databases (Donor Perfect preferred)
• Highly experienced in Microsoft Office Suite, Constant Contact, and social media platforms.
• Exceptional project management skills with razor-sharp attention to detail.
• Strong sense of urgency, adaptability, flexibility and resourcefulness.
• The ability to function professionally under pressure4, while managing multiple projects.
• Compelling written, oral, and visual communication abilities.
• A team player with a proactive attitude, eager for professional growth.

Bonus Points for:

• Experience managing donor events and campaigns.
• A passion for working in a mission-driven organization focused on older adults.

Why You'll Love Working With Us

• Impactful Work: Every day, your contributions will directly support vibrant communities and transformative philanthropy.
• Dynamic Environment: You'll be part of a collaborative team that values creativity, innovation, and growth.
• Professional Development: We invest in your success with learning opportunities and career advancement potential.
• Exceptional Culture: Join a team that celebrates hard work, meaningful relationships, and making a difference together.
• Comprehensive Benefits: We offer competitive salary, excellent benefits, and the opportunity to make a difference every day.

Join the Clark Foundation Team!

Are you ready to bring your passion, organizational expertise, and vibrant energy to the Clark Foundation? Don't wait-apply today! Please submit your resume, cover letter, and three professional references through our online application. Applications will be reviewed on a rolling basis until the position is filled.

The Clark Foundation is an equal opportunity employer and values diversity, equity, and inclusion in our workplace and beyond.