Executive Assistant & Development Coordinator – Native Justice Coalition – Manistee

Position Summary:
The Executive Assistant & Development Coordinator is responsible for a wide array of executive assistance, administrative, and development duties. We are looking for an exceptionally detail oriented individual to provide administrative support for the Executive Director. This position serves as a primary point of contact for external constituencies and as an additional liaison to the Board of Directors and leadership team.
Primary responsibilities include scheduling, screening and drafting correspondence, administrative support, meeting preparation, travel arrangements, record keeping, synthesizing information, meeting minutes notation, development, grant writing and reporting, and fundraising support. You must be able to work independently, under pressure, and with absolute confidentiality and discretion. This is a dynamic position in the organization that interacts with tribal leaders, community partners, elected officials, board members, council members, leadership team members, donors, staff, and volunteers.
This role requires a high standard of professionalism, friendliness, the ability to listen and report back community members’ needs and ideas, as well as a high degree of emotional intelligence. This position reports to the Executive Director. The Executive Assistant & Development Coordinator must be flexible in the days and hours available for scheduled work.
Essential Functions
Executive and Administrative Support 50%
Board and Leadership Support 5%
Development and Grant Support 30%
Relationship Management 5%
General Duties 10%

Support the Executive Director’s workflow and priorities by managing their calendar, scheduling meetings and conference calls, arranging travel, and anticipating steps ahead.
Answers and evaluates all incoming email correspondence and phone calls to the Executive Director, either handling them or forwarding them to the appropriate staff.
Conducts research, edits, proofs, and prepares background information and presentation materials for the Executive Director prior to meetings and public events.
Drafts and proofreads internal and external correspondence, reports, and other materials.
Prepare and organize key documents for signature, comments, decision, or action.
Work closely with the Executive Director to anticipate their needs, plan for the near-term, conserve the executive’s time and align workflow to ensure thorough and timely preparation.
Develop and maintain extensive electronic filing and project tracking systems for correspondence, business matters, and related data according to relevant document retention policies.
Operate the main Native Justice Coalition office phone line and in person reception Monday through Friday with hours to be negotiated.
Provide support to the Board of Directors including setting and maintaining annual calendars and schedules for the board and its committees, and maintaining organizational records at the direction of the Executive Director.
Assist with board and donor meeting planning including preparation of background information, assisting with proposals and reports.
Provide support for internal and external meetings including scheduling, duplication of materials, setting up space, arranging food and beverage, and taking notes.
Assist in maintaining communication and relationships with tribal leaders, community partners, elected officials, board members, council members, leadership team members, donors, staff, and volunteers.
Maintain strict confidentiality in relationships with all board members, councils, staff, stakeholders, media, and donors.
Develop, write, and review grant proposals (including related program budgets), letters of interest, and reports for current and prospective funders as per deadlines.
Work closely with the Executive Director to help manage the process of cultivating, stewarding, and developing new relationships with institutional funders.
Assist in the development of strategic and long-term fundraising goals.
Assist in the design, implementation, and management of a multi-year, national fund development program that diversifies revenue through new funding sources.
Research grant, donor, and sponsorship opportunities.
Assist with donor communications and donor acknowledgments.
Create promotional materials for virtual and print fundraising campaigns.
Perform other duties as assigned.

Required Skills/Abilities
The ideal candidate must reside in Michigan at the time of starting the position. However, we are open to working remotely with someone who meets the required qualifications.
Excellent attention to detail, an unmistakable work ethic, as well as a keen eye for research and prospecting.
Knowledgeable of different grant portals and various submission processes.
Strong written and verbal communication skills.
Proven track record of strong organizational skills and attention to detail.
Strong sense of integrity and experience managing confidential information.
Ability to work independently and effectively handle multiple competing projects focusing on deadlines and goals.
Entrepreneurial spirit, commitment to positive relationship building, and creative diligence with the challenges of grant writing.
Cultural awareness and humility; ability to build positive relationships with diverse people and communities.

Education & Experience
Must have an Associate’s degree. Bachelor’s degree preferred.
At least two years of experience working in Native American communities or in a field of work related to the organization, preferably in a non-profit environment.
A minimum of 1-2 years of executive support experience.
At least 1 year of experience in grant writing, development management, and fundraising is preferred.
Other Requirements: Familiarity and/or experience working with the Native American community at the local, state, and regional levels. Respect for and knowledge of traditional, cultural, and spiritual practices of the Native American community. Additionally, the ability to work with other racially, culturally, and ethnically diverse populations.
Work Hours: This position works 40 hours a week. The work schedule will be determined by the Executive Director. This may include hours outside of normal business hours which are Monday – Friday, 8 am – 5 pm.

Physical Requirements
The ability to sit for extended periods of time.
The ability to lift to 20 lbs. infrequently.
The ability to use equipment such as computers, laptops, and telephones.
Work Environment: This position works in a temperature-controlled home or office environment with normal sound levels.

This is a full-time position, and employees are eligible for health, vision, and dental insurance after 90 days of employment. Employees are also eligible for paid sick time and vacation.

How to Apply
Email applications to: cecelia@nativejustice.org
Subject line: Executive Assistant Application
Cover letter and email must be addressed to: Mx. Cecelia R. LaPointe, Executive Director
Applications must include the following in one PDF file:
Cover letter – 1 page.
Resume/Curriculum Vitae.
Three professional references including phone and email information.
Professional writing sample – no more than 3 pages in length.
All applications must be sent via email. No phone calls or mail in applications will be considered. Position is open until filled.