Executive Assistant to the Chief Development Officer

The Folger Shakespeare Library, located on Capitol Hill in Washington, D.C., is seeking a detail-oriented, collaborative and experienced Executive Assistant (EA) to support the Chief Development Officer (CDO). The Executive Assistant to the Chief Development Officer provides high-level administrative, project management, and operational support to ensure the smooth and strategic functioning of the Development team. This position serves as a key liaison between the CDO, Development team, senior staff, donors, and external partners, helping to ensure that priorities are managed effectively and that the office of the CDO runs efficiently and with exceptional attention to detail. 

A successful candidate will be a thoughtful, organized, and proactive professional who thrives in a mission-driven, fast-paced environment and takes pride in delivering reliable support. They will have the judgement to handle sensitive information with discretion, initiative to anticipate needs, and the flexibility to adapt to shifting priorities. They will demonstrate strong written and verbal communication skills, comfort working with senior executives and donors, and a passion for the arts and humanities. The individual will be a resourceful problem-solver who enjoys collaborative working environments. 

The schedule for this role is flexible with the Development team having core working hours from Monday-Friday:9:00 am-5:00 pm. This position will occasionally provide evening and weekend support. This position will be required to work primarily on-site. The selected candidate will need to be within a commutable distance to the D.C. office (DC, MD, VA) by their start date.   

Health & safety: The health and well-being of all staff, contractors, and visitors is our top priority. While the Folger no longer requires masks or vaccinations (except for AEA spaces), we support and encourage individuals to take the safety precautions they are most comfortable with, and we ask that individual choices are respected. The Folger offers organization-funded healthcare plans for full-time staff and extensive leave options to all staff in the case of any health issues that arise.   

Application Note: Applications (resume and cover letter) will be reviewed on a rolling basis. Priority will be given to candidates who apply by 12:00 PM ET on December 8th. We encourage all interested applicants to apply by this date.

Compensation:  

• This is a monthly-paid salary position, with an annual rate of $68,000-72,000.  

• Total compensation includes an extensive benefits plan, including a generous 403(b) contribution and match, outlined at https://www.folger.edu/employee-benefits.   

Duties: 

Executive and Administrative Support 

• Provides proactive, high-level administrative support to the Chief Development Officer (CDO), anticipating needs and ensuring effective time and information management. 

• Maintains the CDO’s calendar and appointments, prioritizing strategically and ensuring thorough preparation for all meetings and events. 

• Prepares agendas, briefing materials, minutes, and presentations for meetings and events; ensures materials are accurate, professional, and timely. 

• Coordinates travel arrangements and related logistics for the CDO. 

• Drafts, edits, and proofreads correspondence, reports, presentations and other written materials. 

• Maintains organized electronic and physical filing systems following appropriate document retention and confidentiality. 

• Processes check requests, invoices, reimbursements and procurement card transactions; prepares monthly expense reports and financial summaries for CDO. 

• Monitors actual departmental spending against approved budgets and updates departmental budget forecasts. 

• Procures and manages office and hospitality supplies; coordinates catering and food/beverage orders for meetings and events as needed. 

• Maintains the highest level of confidentiality and discretion in all interactions. 

Board, Donor, and Event Support 

• Coordinates all logistics for the Development Committee and Nominating & Governance Committee, including scheduling, materials, minutes, and follow-up actions. 

• Supports institutional projects by scheduling meetings and maintaining committee calendars, tracking decisions, and following up to ensure tasks are completed in line with implementation plan. 

• Supports the preparation of Development reports and materials for quarterly Board of Governors meetings. 

• Partners with the Executive Assistant to the Director to ensure alignment on meeting materials, scheduling, and communications for board-related projects and events. 

• Supports the CDO in managing relationships with board members, major donors, and other key stakeholders through scheduling, correspondence, detailed briefing materials, and personalized follow-up. 

• Prepares detailed briefing materials for donor and partner meetings, tracking next steps and ensuring follow-up. 

• Coordinates the CDO’s donor stewardship and cultivation activities. 

• Assists with the planning and execution of donor-related events such as luncheons, tours, and receptions, collaborating with Visitor Experience, Operations, and others as needed. 

Departmental and Project Support 

• Coordinates administrative aspects of the Development team's work, including scheduling, communications, and work-flow management. 

• Maintains the Development department’s calendar, including deadlines for proposals, reports, and stewardship activities, ensuring timely completion of deliverables. 

• Serves as communication hub between the CDO, Development team, and other departments, promoting clarity and collaboration. 

• Helps to maintain and update donor and prospect data in Tessitura, ensuring accuracy and completeness. 

• Generates and distributes reports, lists, and data pulls for the CDO and Development team as needed. 

• Provides research, drafting and formatting support for donor proposals, acknowledgements, and gift agreements as requested. 

• Collaborates with Development Operations team to improve administrative workflows and implement technology-based process improvements. 

• Ensures all Development activities are accurately recorded in the institutional calendar via Artifax. 

• Coordinates team meetings, retreats, and professional development sessions. 

• Partners with Marketing and Communications on select CDO-related messaging and stewardship materials. 

• Maintains and uploads Development content to internal wiki and external website as needed. 

Education and Experience: 

• Bachelor’s degree in business administration, communications or related field preferred. 

• At least 4 years of executive-level administrative experience, preferably in a nonprofit, cultural, or academic institution. 

• Experience supporting scheduling and communication with senior leadership, boards, and/or major donors. 

• Proven track record of managing complex schedules and confidential information. 

• Experience with processing invoices, preparing financial progress reports, and budget tracking required. 

• Familiarity donor databases or CRM systems (Tessitura preferred but not required). 

Skills and Knowledge: 

• Exceptional organization, attention to detail, and time management skills. 

• Strong written, verbal, and interpersonal communication skills. 

• Proficiency in Microsoft Office Suite, Teams, and Slack; Has a comfortability in learning new systems. 

• Exemplifies sound judgement, discretion, and diplomacy. 

• Ability to manage multiple priorities in a deadline-driven environment. 

• Demonstrated initiative and accountability for accuracy, timeliness, and follow-up. 

• Ability to anticipate needs and provide proactive, thoughtful support. 

• Upholds confidentiality and integrity in all aspects of work. 

Working Conditions/Physical Requirements:   

This job operates in a professional office environment. The employee may be exposed to various components of an office environment such as fluorescent lighting, pollen, dust, recycled air, cooling fans, semi-enclosed areas, central heating, seasonal warmer temperatures, and office noise. The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.      

• Normal work week is Monday-Friday, 9:00 am to 5:00 pm. Ability to work varying and additional hours as project demands arise (including evenings and weekends as necessary).           

• Ability to work at a computer for an extended period of time, with accuracy.      

• Willingness and capacity to work in an office environment at a workstation, and to come and go repeatedly throughout the day as is necessary, to perform various responsibilities.      

• Capacity to communicate, in person, or using video, phone, or electronic communication methods, in a manner which can be understood by others.   

• Ability to plan, direct, and evaluate the work of subordinates.