Executive Assistant to the Head of Institutional Advancement and Senior Leadership

Our Mission: We are driven by our mission to foster hope in God by closing the achievement gap and preparing our students for college and beyond. We are fueled by our love for God and his care for every one of our students which motivates us to get better every day. Hope Academy serves over 650 students with the objective of reaching 1200 students. Join our team of mission-driven brothers and sisters to work hard, do good, and make a difference.

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Very Important: Before applying please read and carefully review our Mission & Values as well as our Faith & Life Covenant, and our Guiding Principles about Cultural Harmony. All board members, faculty and staff are joining a covenant community in serving here at Hope Academy.

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Reports to: Head of Institutional Advancement
Classification: Full-Time, Exempt
Salary Range: $60,000-70,000 (commensurate with experience)

Benefits: Hope Academy offers a comprehensive benefits package including medical, dental, and vision insurance; employer-sponsored retirement plan with match; generous paid time off; and professional development opportunities. Benefits are designed to support employee well-being and long-term service in a mission-driven environment.

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Position Summary

The Executive Assistant to the Head of Institutional Advancement and Senior Leadership (EA) is a strategic, revenue-enabling role designed to increase fundraising effectiveness, donor engagement, and long-term financial sustainability at Hope Academy—particularly through major gifts and endowment growth.

Reporting to the Head of Institutional Advancement (HIA), the EA serves as a force multiplier for advancement leadership by protecting donor-facing time, strengthening follow-up discipline, and ensuring excellence in execution across fundraising, stewardship, and Board-related advancement activities. Secondary support to Senior Leadership (Head of School and Chief Operating Officer).

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Why This Role Matters

Hope Academy’s mission—to foster hope in God through a remarkable, God-centered education for low-income urban students—depends on faithful stewardship and strong philanthropic partnership. This role sits at the center of that work. The Executive Assistant to the HIA enables transformational fundraising by ensuring that donor relationships are well cared for, commitments are honored with excellence, and senior leaders are freed to focus on the relationships that sustain and grow the mission. For candidates who find meaning in behind-the-scenes leadership, operational excellence, and advancing a mission that changes lives, this role offers both purpose and impact.

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Primary Responsibilities (Advancement-Focused)

• Manage HIA’s calendar, email, priorities, and meeting preparation to maximize donor-facing and strategy time.

• Prepare donor briefing materials, prospect summaries, call reports, and follow-up reminders.

• Draft and coordinate donor correspondence, proposals, stewardship updates, and acknowledgements.

• Assist in tracking advancement priorities, deadlines, and deliverables to ensure consistent progress toward fundraising goals.

• Maintain accurate donor and prospect records on behalf of the HIA, ensuring next steps and timelines are documented and executed.

• Monitor proposal, solicitation, and cultivation workflows for HIA to prevent delays or dropped follow-up.

• Coordinate logistics for donor meetings, cultivation events, and campaign milestones for HIA.

• Coordinate schedules, materials, and agendas for regular development strategy meetings led by the HIA

• Support and track endowment-related donor activity, proposals, and intentions.

• Coordinate preparation and distribution of endowment impact reports and fund summaries on behalf of the HIA to the Endowment Committee and Board.

• Support legacy, planned giving, and endowed gift conversations through accurate documentation and follow-up.

• Oversee execution of legacy/endowment communication and engagement plan in partnership with marketing team

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Secondary Responsibilities (Senior Leadership Support)

• Calendar Mastery: Support the Senior Leadership in coordinating calendars for the Leadership Team, prioritizing meetings and resolving scheduling conflicts with grace.

• Meeting Lifecycle: Prepare agendas, capture high-level minutes, and track "to-do" items for the Leadership Team to ensure leadership decisions turn into action.

• Travel & Logistics: Coordinate travel arrangements and prepare detailed itineraries for Senior Leadership.

• Board Coordination: Prepare materials (agendas, packets, minutes, follow-up) for Board and Board sub-committees related to advancement, endowment, and finance. Assist the Board Chair and leadership in coordinating Board involvement in donor cultivation and giving.

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Qualifications

• 3–7+ years supporting senior leaders in advancement, development, business, or mission-driven organizations.

• Exceptional organizational, communication, and written skills.

• Experience with CRM systems and handling confidential information. Experience with Virtuous preferred.

• Ability to manage competing priorities with discretion and excellence.

• Proactive initiator and resilient in the face of obstacles

• High EQ and judgment in high-stakes contexts.
• Associate's degree (or equivalent) required, Bachelor's degree preferred.

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