Executive Assistant & Philanthropy Coordinator

The Opportunity:

Children's Hospital Foundation seeks an experienced Executive Assistant & Philanthropy Coordinator to provide executive, operational, and project management support to the Vice President of Philanthropy and the philanthropy team. This highly collaborative role helps advance individual, foundation, major, and principal gift fundraising initiatives by coordinating administrative operations, managing key projects, facilitating donor and foundation cultivation activities, and ensuring the efficient execution of team priorities.

Reporting to the Vice President of Philanthropy, the Executive Assistant & Philanthropy Coordinator plays a key role in supporting fundraising operations, donor cultivation activities, foundation partnerships, and team effectiveness. The successful candidate will manage complex scheduling, coordinate donor and foundation visits, prepare meeting and proposal materials, track projects and deadlines, and facilitate communication among internal and external stakeholders. This position requires a highly organized, detail-oriented, and proactive individual who thrives in a fast-paced, collaborative environment and exercises sound judgment, discretion, and professionalism when handling sensitive and confidential information.

Key Responsibilities:

Executive and Administrative Support

• Provide executive and administrative support to the Vice President of Philanthropy and the philanthropy team.
• Anticipate leadership needs, proactively manage priorities, and ensure the Vice President of Philanthropy is prepared for meetings, donor interactions, and key organizational initiatives.
• Manage complex calendars, meeting scheduling, and coordination for philanthropy leadership, gift officers, faculty leaders, and key internal stakeholders.
• Prepare meeting agendas, compile materials, record meeting notes, and track follow-up actions to ensure timely completion of team priorities.
• Coordinate travel-related documentation, reimbursements, invoices, and other administrative processes.
• Support department operations through meeting logistics, office resource management, procurement of supplies and promotional materials, and coordination of team activities and retreats.
• Collaborate across Children's Hospital Foundation and Children's Hospital of Richmond at VCU to ensure effective communication, coordination, and execution of departmental priorities.

Philanthropy Operations and Project Coordination

• Support philanthropy team fundraising efforts by coordinating activities and communications related to individual donors, foundations, grateful patient families, and key community partners.
• Coordinate donor meetings, hospital tours, foundation visits, and other fundraising-related activities.
• Prepare donor and foundation briefing materials, meeting packets, proposals, presentations, and related correspondence to support fundraising efforts.
• Coordinate gift agreement workflows, including electronic signature processes, document distribution, and follow-up with internal and external stakeholders.
• Manage project timelines, action items, and key deliverables across philanthropy initiatives and cross-functional projects.
• Maintain tracking systems, reports, and records that support fundraising activity and team performance.
• Support the planning and execution of philanthropy-related events, foundation visits, donor meetings, and departmental initiatives.

Required Education and Experience:

• Bachelor's degree in Business Administration, Communications, Nonprofit Management, or related field (or equivalent experience)
• 5+ years of executive support, senior administrative support, project coordination, development operations, or related experience, preferably supporting senior leaders.
• Exceptional organizational, multitasking, and time management skills
• Strong written and verbal communication abilities
• Proven ability to build relationships with diverse stakeholders
• Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) and CRM systems
• Ability to work independently and maintain attention to detail in a fast-paced environment

Additional Requirements:

• Intellectual curiosity
• Comfort working in a complex, matrixed organization
• Demonstrated ability to relate well and respect individuals from diverse backgrounds
• Must possess initiative, leadership, creative energy, well-refined organizational skills, strong interpersonal skills, and the ability to take calculated risks
• Fast paced and results oriented with the ability to work in a timely manner with multiple deadlines and competing requirements
• Strong written, presentation, verbal, organizational, and interpersonal skills
• Demonstration of good judgement, professionalism and the highest standards of ethical conduct

Schedule:

Children's Hospital Foundation offers a hybrid work environment. Due to the highly collaborative and donor-facing nature of this role, regular onsite presence is required to support donor visits, hospital tours, meetings, and team activities. While flexibility is available, the successful candidate should expect to work onsite approximately three to four days per week, depending on fundraising activities, team priorities, and organizational needs. Occasional evening and weekend work may be required to support fundraising events, donor meetings, and other special activities.

About Children's Hospital Foundation:

Children's Hospital Foundation is an independent 501(c)3 that works to maximize philanthropic impact in children's health at Children's Hospital of Richmond at VCU. We are dedicated to raising and stewarding philanthropic resources that will enable CHoR to become a top, nationally ranked children's hospital. With roots going back more than 104 years to the incorporation of Richmond's original children's hospital on Brook Road in 1920, we are proud to work with generous members of our community to drive excellence in patient care, education and research.

Children's Hospital Foundation is currently engaged in a $195 million comprehensive campaign focused on four key pillars: Expand to Heal, Empower Growth, Nurture Every Step and Shape the Future.

Salary range:

$60,000-$75,000; competitive and commensurate with experience.

To apply, please email a resume and cover letter to careers@chfrichmond.org. Please be sure to list the position title in the subject. Review of applications will begin immediately and will continue until the position is filled.

Children's Hospital Foundation is an equal opportunity/affirmative action organization providing access to employment without regard to race, color, religion, national origin, age, sex, political affiliation, veteran status, genetic information, sexual orientation, gender identity, gender expression, or disability.