About Us:

Breast Cancer Alliance (BCA) is a leading nonprofit organization dedicated to improving survival rates and quality of life for those impacted by breast cancer through funding research, supporting breast surgery fellowships, and providing screening and support services for the underserved. BCA is committed to making a difference in the fight against breast cancer.

Summary:

The Executive Assistant provides high-level administrative support to the Executive Director, Board of Directors, and committee chairs at Breast Cancer Alliance. This role is crucial in supporting the work of the Executive Director, drafting and/or sharing executive-level communications, running errands as needed, and assisting with daily office operations, strategic initiatives, and special events. The ideal candidate will be proactive, highly organized, and flexible, with the ability to handle multiple priorities in a dynamic environment, especially regarding events as they occur throughout the year. Additionally, the Executive Assistant must be available to assist with events after normal business hours as needed.

Key Responsibilities:

Executive Support:
Assist with the management of the daily office operations.
Serve as the primary point of contact for the Executive Director, screening calls and prioritizing new incoming communications or inquiries.
Prepare draft correspondence, presentations, and other documents on behalf of the Executive Director, Board of Directors, and committee chairs as needed.
Maintain BCA calendar of meetings and events, updating as changes occur and keeping them current on the local non-profit calendar of events.
Reserve spaces for all BCA meetings as needed.
Provide support for grant management, including reviewer and candidate outreach, contract and payment distribution and tracking, site visit coordination, application processing, and managing communications and details associated with each.

Event Support:
Assist with the planning and execution of the organization's annual luncheon, golf tournament, and other fundraising and friend-raising events as they occur throughout the year.
Manage event ticketing platforms, including the setup, tracking, and reporting of ticket sales and sponsorships.
Prepare, share, and follow up on any event-related invoices and outstanding pledges.
Oversee the silent auction platform, including item entry and coordination with donors and winners.
Manage all donations to BCA, including bank deposits, online processing, and integration into DonorPerfect.
Acknowledge contributions through various platforms, including print and email tax receipts/acknowledgments.
Provide on-site support during events, including occasional evenings and weekends as needed.

Administrative Efficiency:
Promptly reply to all voicemail and email communication (within one business day).
Collaborate with BCA’s management team to streamline processes and implement new systems and procedures as needed.
Handle the physical and/or electronic distribution of donor communications, such as Outlook (the BCA newsletter), invitations, the annual appeal, and outreach campaigns in a timely manner.

Data Management:
Maintain the organization's mailing lists and contact databases to ensure accurate and up-to-date information.

General Administrative Duties:
Perform other administrative duties as assigned, including purchasing of event or office supplies and maintaining equipment upkeep.

Qualifications:

2+ years of experience as an executive assistant or in a similar high-level administrative role, preferably in a non-profit or fundraising environment.
Exceptional organizational and time management skills with the ability to prioritize and multitask.
Proficient in Microsoft Office Suite and some experience with donor and event management software (e.g., DonorPerfect).
Excellent written and verbal communication skills, with the ability to interact effectively with all levels of the organization, including donors and board members.
Strong attention to detail.
Ability to work independently and as part of a team, with a proactive and solutions-oriented mindset.
Discretion and confidentiality in handling sensitive information.
Flexibility to work after normal business hours to support events and assist with urgent tasks.
Willingness to run errands and assist with tasks, which can include the lifting of heavy items on occasion, outside of typical administrative duties.
Bachelor’s degree or equivalent combination of education and experience.
Access to a car is required.
Some experience with QuickBooks Online for managing financial transactions, donations, and reporting is a plus.

Benefits: This is a full-time, in-person position located in Greenwich, CT.

Medical insurance coverage, starting on date of hire.
401(k) Employee Investment retirement plan
10 paid vacation/personal days in addition to all national holidays
½ day on Friday during the summer (Memorial Day to Labor Day)

BCA is committed to fostering a diverse and inclusive workplace. BCA is an equal opportunity employer, and all qualified applicants will receive consideration for employment regardless of age, race, color, national origin, genetics, religion, gender, marital status, pregnancy (including childbirth or a related medical condition), disability, or any other characteristic protected by applicable laws, regulations, and ordinances.

Breast Cancer Alliance

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Executive Assistant