Executive & Development Assistant

POSITION SUMMARY

Who We Are

At the Pasadena Community Foundation (PCF), we are guided by both a strong sense of responsibility and a commitment to the well-being of our community. With a deep understanding of our region and the nimbleness to adapt as priorities shift, we respond quickly to Pasadena’s needs in ways that are impactful and meaningful. Our efforts ensure that resources go to strategic local efforts and effective organizations – whether they’re urgent, long-term, or something in between.

PCF is here to support and guide our community, whether that is meeting with a donor’s family, answering local nonprofit questions, or simply being a charitable resource. For us, it is about being reliable, compassionate, and staying focused on the long-term welfare of the greater Pasadena communities. With PCF, our donors and partners have a constant philanthropic guide who will help them make a positive impact built to last.

What We Do

For over 70 years, PCF has served the greater Pasadena area by building strong relationships with donors, offering exceptional stewardship of entrusted funds, and connecting donors to meaningful causes that enrich the community. With nearly $260 million in assets under management, of which over half are endowed, PCF provides diverse giving options and robust support for local nonprofits. Altogether, we manage over 450 funds created by philanthropic individuals, families, and visionary nonprofit agencies.

Our grants and programs make strategic investments to cultivate vibrant, inclusive communities by advancing cultural and educational enrichment, promoting social and economic well-being, and championing environmental stewardship and animal welfare. Since our founding in 1953, we have awarded more than $158.3 million in grants to nonprofit organizations, and remain dedicated to building a stronger, more vibrant community for Pasadena’s future.

In response to the tragic and devastating Eaton Fire in January 2025, PCF created the Eaton Fire Relief and Recovery Fund to provide flexible support to local nonprofit organizations as they respond to the impacted community. PCF activated quickly and began working with trusted nonprofit partners to provide immediate relief services such as food, shelter, rent assistance, emergency childcare, and medical care. We are committed to these efforts for the long term.

Simultaneously, PCF also established the Altadena Builds Back Foundation (ABBF) to focus on the long-term recovery of Altadena. The supporting organization assists in the leadership and funding of the rebuilding of Altadena through a community-centered process that reflects the strengths, opportunities, and priorities of those directly impacted by the disaster. The resources of ABBF are focused on the broad issue of housing, with priority to preserve the demographic, socioeconomic, and creative diversity that has always been woven into the fabric of Altadena.

POSITION SUMMARY

The Executive & Development Assistant will provide essential administrative and project support to the President & CEO, helping manage day-to-day operations, donor engagement activities, and special initiatives. This role ensures the CEO’s time and priorities are effectively supported while contributing to the Foundation’s development efforts and overall organizational coordination.

DUTIES & RESPONSIBILITIES

Executive Support

• Manage CEO calendar, travel arrangements, and scheduling
• Schedule and coordinate CEO-led meetings and speaking engagements.
• Support coordination of special events involving the CEO (e.g., donor briefings, public appearances)
• Draft and manage internal and external correspondence on behalf of the CEO
• Prepare meeting materials and assist with follow-up tracking
• Help maintain the CEO’s donor/stakeholder contact lists and notes
• Submit expense reports and manage budget

Development Support

• Assist with gift processing and donor communications
• Help maintain the CEO’s donor/stakeholder contact lists and notes
• Track follow-ups, call reports, or action items related to external meetings.
• Compile donor lists and activity reports as directed

Project & Workflow Support

• Monitor progress on special projects assigned by the CEO
• Help track strategic goals, timelines, and deliverables
• Assist with compiling reports or presentations for funders, stakeholders, or leadership meetings
• Conduct light research or benchmarking as requested by the CEO

Administrative

• Support office operations by helping with mailings, responding to community inquiries received via phone or the general email inbox, updating grantee contact information, scanning documentation, and performing other administrative tasks as needed

BACKGROUND PROFILE

Skills & Attributes:

• Strong organizational and planning skills
• Highly detail-oriented with strong follow-through
• Ability to manage multiple priorities and meet deadlines
• Excellent oral and written communication skills
• Comfortable interacting with people from all backgrounds and representing the CEO’s office with warmth, professionalism, and respect
• Takes initiative and works independently to move projects and tasks forward
• Handles sensitive information with the highest level of discretion and professionalism
• Demonstrates alignment with the Foundation’s mission and a collaborative working style

Qualifications & Experience:

• Minimum 3 years of experience in administrative or executive support roles

Extras:

• Experience in a nonprofit or mission-driven setting
• Experience with donor databases

• 100% paid medical coverage. Dental and vision coverage require minimal employee contribution.
• Life insurance and short and long-term disability insurance
• 403(b) retirement plan with a 15% employer contribution
• PTO: 2 weeks of accrued vacation, 8 accrued sick leave, 12 paid holidays, and 2 personal days
• Employee Assistance Program
• 10-week sabbatical after 10 years of service
• Paid parking space
• Paid professional development

Pasadena Community Foundation is an Equal Opportunity Employer. We are committed to building a diverse team and inclusive culture. We do not discriminate on the basis of race, color, religion, sex (including pregnancy, gender identity, or sexual orientation), national origin, age, disability, genetic information, marital status, veteran status, or any other characteristic protected by applicable law. We strongly encourage applicants from all backgrounds to apply. If you're excited about this role but your experience doesn’t align perfectly with every qualification in the job description, we encourage you to apply anyway.

If you require reasonable accommodations during the application or interview process, please contact us.