The Executive Assistant (EA) to the President & CEO plays a vital role in advancing the organization’s mission by supporting high-impact external engagement and effective Board governance and communication. This position partners closely with the President to strengthen relationships with donors, community leaders, public officials, and strategic partners, and ensures support for the Board of Trustees. This role requires sound judgment, strong relationship management skills, the ability to operate with discretion, and an understanding of nonprofit environments, including fundraising priorities and governance responsibilities.  

ESSENTIAL JOB RESPONSIBILITIES  

Executive Support & External Engagement 

• Manage and prioritize the President’s calendar with a focus on donor cultivation and stewardship, external stakeholders, and strategic partnerships. 
• Coordinate logistics for external meetings, fundraising events, speaking engagements, and community initiatives involving the President. 
• Prepare high-quality briefing materials including donor profiles, funding histories, talking points, and strategic context. 
• Serve as a key point of contact for scheduling and coordinating meetings with donors, foundation partners, community organizations, and public sector stakeholders. 
• Track President donor engagement and external relationship activity in coordination with VLT’s development team. 
• Support planning and execution of fundraising and visibility events, including donor receptions, campaigns, and public events. 
• Ensure timely follow-up on commitments to stakeholders, funders, and partners. 

Board of Trustees Support 

• Coordinate Board and committee meetings including supporting scheduling, materials, and logistics. 
• Manage Board communications including meeting reminders, updates, and materials distribution, and maintain the Board SharePoint site as the hub of information. 
• Support Trustee engagement including onboarding, orientation, and ongoing relationship management. 
• Assist the Corporate Secretary in recording and maintaining official Board minutes and governance records and other Board documentation (rosters, bylaws, policies, and committee assignments). 

Fundraising Support 

• Facilitate coordination between the President, development team, and program leadership to align external engagement with organizational priorities. 

• Conduct donor research using VLT’s CRM and external resources to ensure the President is well prepared for meetings and engagements. 

• Assist in tracking fundraising goals, donor interactions, and President involvement in development activities. 

• Draft and edit donor correspondence, updates, and Board communications and presentations on behalf of the President. 

• Support special initiatives led by the President. 

Administrative & Operational Excellence 

• Coordinate travel and itineraries related to donor visits, conferences, and other external engagements. 
• Maintain organized systems for tracking communications, Board materials, and external engagement activity. 
• Handle highly confidential information with professionalism and discretion. 
• Identify opportunities to improve processes and systems to enhance organizational effectiveness. 
• Attend staff meetings and serve on committees as requested. 
• Perform special projects and other duties as required, directed, or as the situation dictates. 

DESIRED SKILLS & EXPERIENCE  

Consideration will be given to candidates demonstrating comparable qualifications acquired through a different combination of education and experience than what is outlined below. 

• Bachelor’s degree or equivalent experience 
• 3 - 5 years of professional experience within a nonprofit, public sector, or mission-driven organization. Prior experience in development (fundraising), program coordination, or board administration is highly preferred. 
• Familiarity with fundraising environments and donor relationship management (CRM systems a plus)  
• Exceptional organizational and project management skills  
• Experience in organizing and coordinating meetings and special events 
• Strong written and verbal communication skills, including experience drafting donor or Board materials  
• High degree of professionalism, discretion, and emotional intelligence  
• Proficiency in Microsoft 365 and collaboration tools 
• Ability to travel around the state; valid driver’s license and vehicle required 

WORKING CONDITIONS & PHYSICAL DEMANDS 

This position is based out of our Montpelier office location. A hybrid arrangement is possible although proximity to Montpelier is required. This position works in a variety of conditions including in an office, remotely, and occasional visits to the field. Office and remote work may require extended sitting, standing, and repetitive motion on a computer, keyboard, and mouse.