Special Projects Assistant

Job Type

Full Time




1875 Connecticut Avenue Northwest
District of Columbia
United States


City Year Washington, DC is seeking a dynamic, creative, and detail-oriented Special Projects Assistant who will report to the Development Operations Director and primarily support the day-to-day operation of the Office of the Executive Director (ED) and Managing Director of Development (MDD), as well as, manage the donor database, and create processes to support the efficiency of the site’s Development functions.

Executive Assistant Responsibilities (50%)

  • Maintain the MDD and ED’s calendar. Schedule meetings, re-arrange meetings, and schedule planning time for MDD and ED to complete day-to-day work.  Prepare MDD and ED’s calendar each day, which includes time/location of meetings and materials (i.e. minutes, handouts, Power Points, etc.) that accompany each meeting.  Organize and prioritize mail, letters/paperwork needing signatures, projects waiting for review, etc. for the MDD and ED.
  • Manage MDD and ED’s workflow. Participate in Development Department meetings and track MDD and ED’s priority weekly responsibilities.  Help MDD and ED prioritize and complete tasks such as email correspondence, scheduling meetings, and following up on priority items.
  • Anticipate the logistical and informational needs of the MDD and ED to ensure they are well prepared for meetings, presentations, and events.
  • Manage contact and fundraising database for MDD and ED. Ensure daily/weekly updating of MDD and ED’s interactions in Salesforce, as well as input new individuals and organizations in to Salesforce and in to MDD and ED’s contact list.
  • Prepare documents and presentations with an effective paper and electronic filing system. Draft and finalize documents and presentations for meetings, development presentations, and corps member events using Microsoft Word, Excel, and/or PowerPoint.  Work with different departments and staff members to make certain the messaging in the documents/presentations is accurate for the intended audiences. This includes drafting letters of correspondence to various stakeholders, potential champions, and internal staff.
  • Complete Executive projects. Support the initiatives and responsibilities of the MDD and ED by completing special projects throughout the year, as identified and requested by the MDD and ED.
  • Preparing/submitting MDD and ED’s expense reports/manage tracking of MDD’s receipts and City Year-issued Bank of America card.

Development Operations Responsibilities (35%)

  • Maintain donor and relationship records utilizing Salesforce database, including entering new accounts, contacts, and opportunities, logging activities, updating opportunity statuses, etc.
  • Consistently pull informative reports on different aspects of donor relationship cultivation and the status of fundraising efforts through Salesforce, both on a regular basis to inform Pipeline Meetings and upon request with specific criteria.
  • Process donations and pledges secured and enter them into the Salesforce database; ensure accurate and timely processing at Headquarters.
  • ​Support the creation and implementation of the donor acknowledgment strategy as outlined by the development team, including but not limited to, ensuring tax receipts are issued, thank you cards are sent, etc.
  • Provide additional support to the Events Manager around large-scale events including the Legal Community Breakfast and Idealist Gala. Activities may include registration support, set-up, and other activities to ensure a successful event.
  • Provide support for site’s communications needs, as needed.
  • Optimize use of database and stay current on technological trends that impact the department’s operation while providing suggestions and recommendations to ensure efficiency.
  • Other duties as assigned by the ED and Development Operations Director.

Site Operations Support (15%)

  • Support in securing necessary vendors, obtaining quotes, securing contracts, submitting invoices and monitoring vendor performance to ensure City Year receives exceptional service and value
  • Support in relationship management between: HQ Finance, IT and local vendors and contacts
  • Support in management inventory and storage of all department equipment, event supplies, and gift materials
  • Support in office management protocols: space management; equipment management; common area maintenance; uphold office policies.
  • Coordinate domestic travel arrangements for ED, MDD, and other staff members for National Executive Leadership Conferences, Superchargers, Retreats, etc.

Basic Qualifications

  • Extremely organized and superb attention to detail
  • Exceptionally strong writing skills, with emphasis on quick, succinct, well-written and grammatically correct writing products
  • A demonstrated ability to work independently, meet concurrent deadlines, organize time and priorities and work well as a member of a team
  • Excellent interpersonal and presentation skills
  • Ability to work in a fast-paced and diverse environment
  • Strong experience with Microsoft Office, including Word, Excel, Outlook, and PowerPoint; experience with Salesforce database and InDesign preferred
  • 1-2 years experience or Bachelor's degree preferred ​
  • Non-profit fundraising or administrative experience a plus; City Year or AmeriCorps experience preferred

Compensation and Benefits

Full time employees are entitled to compensation commensurate with experience. Benefits for full time employees include health insurance with Flexible Spending Account, paid vacation, holidays, parental leave, 401K, and more.

City Year is an Equal Opportunity Employer, committed to a diverse workforce. Individuals from all backgrounds are encouraged to apply, including persons with disabilities and veterans.

Professional Level

None specified

Minimum Education Required

No requirement

How To Apply


Please complete the online application and attach a resume and thoughtful cover letter in the "Resume/CV" field on the "My Experience" page. Internal applicants should apply through cyresource.