Executive Assistant & Development Coordinator

Reports to: CEO and Development Director

Based: San Francisco Bay Area (in-person support required) office in Lafayette.

Travel: Some domestic travel required; must have a valid driver’s license and access to a car

THE POSITION

Wild Africa is seeking a highly organized, proactive, and professional individual to support our Co-Founders, Peter and Corie Knights, in the Bay Area. This role combines executive assistant duties, development support, and production coordination for our annual fundraising gala and ongoing donor-related activities.

The individual will serve as a critical extension of Corie, representing the organization with warmth, professionalism, and impeccable attention to detail. They will help maintain systems, manage logistics, track donor engagement, and ensure smooth day-to-day operations for our US-based leadership.

This is an excellent opportunity to learn directly from founders with 40+ years of experience in conservation, philanthropy, and media - and to contribute meaningfully to conservation work in Africa.

THE INDIVIDUAL

The ideal candidate is polished, reliable, and steady under pressure - someone who loves organization, thrives in a fast-paced environment, rolls up their sleeves and takes initiative naturally. They should be confident interacting with high-net-worth donors, event partners, suppliers, and external stakeholders on behalf of the founders.

They will be warm and personable, yet highly detail-oriented - equally comfortable preparing spreadsheets as they are representing the organization at meetings or coordinating aspects of a major fundraising event.

We are looking for someone who:

• Is hyper-organized, proactive, and solutions-driven.
• Has strong administrative and logistical skills, ideally with experience from film/production, events, fundraising, or executive assistant roles.
• Can maintain confidentiality and professional discretion at all times.
• Is eager to grow within the organization and learn across development, production, and operations.

KEY RESPONSIBILITIES

Executive & Administrative Support

• Provide daily executive support to the CEO and Development Director.
• Manage calendars, coordinate meetings, schedule donor calls and briefings.
• Handle travel arrangements, itineraries, and logistics.
• Organize files, keep systems updated, and ensure the smooth flow of information.
• Support with monthly administrative tasks, including basic Quickbooks data entry and book-keeping, travel expense reporting and gala project management and tracking.
• Research and track relevant awards, fellowships, and recognition opportunities for Wild Africa staff and programs, preparing submissions as required.

Development & Donor Coordination

• Assist the Development Director with donor communications. Serve as a professional, polished representative to donors and philanthropic partners.
• Support the expansion of our donor base and oversee the preparation of communication materials, tracking receipts, thank-you notes, and meeting follow-ups.
• Support with the co-ordination and planning of fundraising expedition trips.
• Nurture existing brand partnerships and research, identify, and develop new corporate partnership opportunities to expand Wild Africa’s philanthropic and brand-aligned collaborations.
• Support grant tracking, deadlines, and documentation as needed.

Annual Gala Support (Fundraising Event)

• Oversee project management for the annual gala fundraiser.
• Coordinate suppliers, logistics, RSVP lists, seating plans, auction items, and event checklists.
• Maintain donor databases, spreadsheets, and tracking systems for gifts, pledges, and gala contributions. Familiarity with OneCause fundraising solution is a plus.
• Assist with budget monitoring, reconciliation, and post-event reporting.
• Provide on-site event support: check-ins, backstage coordination, hospitality, and troubleshooting.

REQUIREMENTS

• 5+ years in executive support, production coordination, events, development, or similar roles.
• Excellent communication and interpersonal skills, with a confident, polished presence.
• Strong organizational and project-management abilities.
• High proficiency in spreadsheets (Google Sheets / Excel) and digital organization tools.
• Ability to juggle multiple tasks and stay calm under pressure.
• Discretion, confidentiality, and sound judgment.
• Valid driver’s license and access to a vehicle.
• Ability to work independently and take initiative with minimal supervision.
• Experience in nonprofit, events, film/production, or donor relations is an advantage.
• A passion for conservation and a desire to make a meaningful contribution to African wildlife protection is a plus.

WHAT WE OFFER

• Competitive nonprofit salary, commensurate with experience.
• Close mentorship from leaders with decades of conservation and philanthropic expertise.
• A dynamic, mission-driven work environment.
• The chance to contribute meaningfully to impactful conservation work across Africa.

BCBS Healthcare

English high proficiency