Board and Donor Relations Coordinator (Executive Assistant) - COALITION FOR THE HOMELESS OF HOUSTON/HARRIS COUNTY

ABOUT THE COALITION
The Coalition for the Homeless of Houston/Harris County (CFTH) has received recognition as the lead agency of one of the nation’s most successful and effective Homeless Response Systems (HRS).  Along with its more than 100 other community partners, CFTH has transformed the city of Houston and surrounding counties by decreasing homelessness by more than 60% since 2011. If you’re a highly motivated self-starter looking for a chance to use your skills, talent, and experience in a meaningful way that transforms lives, then come find your home at CFTH!

ABOUT THE POSITION
We’re looking for someone interested in becoming a strategic partner to support our CEO and Director of Fund Development (Director) in a newly created Coordinator of Board and Donor Relations position.  The ideal candidate will have an agile mindset, be self-motivated, and thrive in an ambiguous, fast-paced environment. 

The Coordinator will serve as the liaison and gatekeeper between the CEO and Director, and members of the Board, current and prospective donors, agency partners, CFTH Team members, and other key stakeholders. He/she/they will also collaborate with cross-functional teams on special executive-level projects and initiatives, design and implement efficient workflows and administrative processes, and exercise independent judgment to manage high-level administrative functions effectively and appropriately on behalf of the CEO and Director. 

PRIMARY RESPONSIBILITIES

Calendar and Contact Management

1. Maintain the integrity of calendars by managing time most effectively, allowing for transition between meetings, thoughtfully scheduling recurring meetings, and ensuring appropriate meeting format (in-person, video, direct call).
2. Continuously review calendars to ensure agenda, time-zone sensitivity, pre-reads, and briefings are included, briefing and background materials for key meetings are provided, and that required participants have accepted at least 48 hours in advance.
3. Identify, prepare, and compile necessary materials ahead of time to ensure the CEO and Director have the appropriate information for meetings, reports, presentations, events, and special projects in advance.

Board and Donor Relations

1. Organize the logistics of Board meetings, including preparing and distributing meeting materials for review before meetings and recording and transcribing minutes of the Board meetings.
2. Effectively manage and support Board and donor-related events, activities, and communications with a high degree of professionalism, tact, diplomacy, accuracy, and confidentiality.
3. Manage, track, and continuously update Board and donor contacts using the donor information system (Donor Perfect); increase knowledge and familiarity with external contacts.
4. Document and track the CEO’s and Director’s Board and fund development-related projects and assignments to ensure appropriate prioritization, advance notice of deadlines, resolution of contingencies, and other key developments.

Donor Database Management

1. Maintain and regularly update donor records to ensure data integrity and accuracy of information related to donor contact/activity and financial reports.
2. Ensure the timely and accurate approval, coding, and entry of donations into the donor database and that gift acknowledgments and donor communications are sent in a timely manner.

 General and Administrative Duties

1. Serve as an information source for the CEO and Director, answering questions in a timely manner, making referrals as required, conducting required research and follow-up, and appropriately escalating.
2. Exercise sound judgment and discretion by anticipating the needs of the CEO and Director and exercising critical thinking skills to assess and resolve complex situations/problems and shifting priorities.
3.  Serve as a liaison in welcoming visitors and engaging with key stakeholders professionally, enhancing the trust, credibility, and reputation of the CEO, Director, and CFTH.
4. Complete special assignments by establishing objectives, determining priorities, managing time, gaining the cooperation of others, monitoring progress, and problem-solving.
5. Perform general administrative duties, including document preparation, document management, travel logistics, meeting preparation, and monthly expense reporting.
6. Other duties as assigned. 

DESIRED QUALIFICATIONS
While we understand no one candidate will embody all the qualifications below, the ideal candidate will have many of the following professional and personal abilities, attributes, and experiences:

1. Bachelor’s or associate degree and 4 years of years of C-Suite executive support experience; or high school degree or GED and 6 years of years of C-Suite executive support experience
2. Demonstrated high proficiency with MS Office applications (Word, Excel, PowerPoint, Outlook, and Teams)
3. Prior experience supporting a fund development team and/or in a non-profit environment
4. Experience using a client, contact, or donor management system
5. Exceptional judgement, ability to hold and keep confidential information, and ensure complete discretion
6. Meticulous organizational and tracking skills and attention to detail for self and others;
7. Demonstrated experience staying calm under pressure and flexible while maintaining a high degree of attention to detail and logistics
8. Demonstrated ability to strategically organize work, prioritize a breadth of activities and communication, meet deadlines, and problem solve and reliably follow up appropriately;
9. Strong verbal and written communication skills with the ability to handle communications tactfully and professionally with a high attention to detail and warmth
10. Orientation towards service and support for others, and a willingness to take on any tasks as needed
11. Comfort with using technology, including proficiency in the use of Microsoft Office computer applications, including Microsoft Outlook, Word, Excel, and PowerPoint, with experience using a database is preferred
12. Team-oriented, enjoys working in a collaborative environment and developing effective working relationships internally and externally
13. Self-motivated with a strong work ethic and proven ability to work in a fast-paced environment
14. Ability to provide exceptional service at unusual times while ensuring ongoing balance and self-care to ensure sustainability in this role

SALARY & BENEFITS
This is a full-time, non-exempt position. CFTH deeply values fair and equitable wages that enable our Team Members and their families to thrive.  As such, individuals who meet our minimum education and experience requirements will join our team at the midpoint of the range for their position. 

CFTH also offers an extensive and generous benefits package, including health insurance (with 80% of the premiums paid for employee-only plans), 120 hours of general paid time off and 13 paid holidays, a 401(k) retirement plan with a 4% employer contribution that vests immediately, free covered, valet parking, and other key benefits. CFTH also invests in Team members’ professional development and grants employees time off to participate in volunteer opportunities.

WORKING WITH CFTH
We believe that diversity is critical to our mission, and we value an inclusive culture. We strongly encourage applications from people with lived experiences related to our programs and applications from people of color, persons with disabilities, women, and LGBTQ+ individuals. CFTH is an equal opportunity employer; we do not discriminate in employment based on race, religious creed, color, national origin, ancestry, physical disability, mental disability, medical condition, marital status, sex, gender or gender identity, age, or sexual orientation.