A guide to non-profits for executive assistants

1. Differences in Environment and Approach

• Nonprofit Environment: Nonprofits operate under mission-driven principles, often with limited budgets and resources. In this setting, your role as an EA requires versatility, resourcefulness, and a deep understanding of the organization’s cause. You may find yourself handling tasks beyond traditional administration, such as donor relations, event coordination, and grant support. There’s often a strong emphasis on community engagement, so you may need to represent the organization’s mission authentically in various interactions.
• Focus on Stakeholder Engagement: Nonprofits work closely with a diverse group of stakeholders, including donors, board members, community leaders, and volunteers. You’ll likely be a main point of contact for these stakeholders and will need to prioritize relationship management, tailoring your approach based on each stakeholder’s role and expectations.

2. Approach to Tasks and Responsibilities

• Donor and Sponsor Management: In nonprofits, you play a crucial role in donor relations. This could involve tracking donations, maintaining donor records, preparing thank-you notes, and handling sponsorship requests. You may also assist in planning and coordinating fundraising campaigns and events, ensuring a smooth experience for donors.
• Event Coordination: Nonprofit EAs frequently support fundraising galas, volunteer events, and community outreach programs. You might coordinate event logistics, manage budgets, and even contribute to event promotion. Since nonprofits often work with limited resources, you may need to creatively handle logistics, sometimes relying on donations or partnerships to cover expenses.
• Grant Management: You may also assist with managing grants, from initial application support to tracking deadlines, gathering necessary documentation, and compiling reports for funders. Familiarity with the organization’s grant obligations is important, as missing deadlines or compliance requirements can impact funding.
• Board Support: Many nonprofits have active boards that require dedicated support. You might prepare agendas, manage minutes, track board member commitments, and organize board-related events or retreats. Supporting the board often means maintaining clear, organized communication and managing confidential information.
  

3. Executive Personality and Stage

• Nonprofit Executives: Nonprofit leaders are often passionate about their cause and are motivated by the organization’s mission rather than profit. They may prioritize impact over efficiency, meaning priorities may change frequently, and decisions might be more reactive. Nonprofit executives appreciate EAs who are proactive, empathetic, and able to align administrative work with the organization’s mission.
• Focus on Relationships and Mission Alignment: Nonprofit executives often work closely with their communities and donors, and they value EAs who understand and can communicate the mission well. You may find yourself working best when you build strong, genuine relationships and develop a keen sense of diplomacy to manage interactions with various stakeholders.

Nonprofit Lexicon

501(c)(3): A tax-exempt designation for nonprofit organizations in the U.S. under the Internal Revenue Code. This status allows organizations to receive tax-deductible donations, which is essential for fundraising and legal compliance.

Advocacy: Efforts to promote or influence policies related to the organization’s mission. EAs may support advocacy by coordinating meetings with policymakers, preparing talking points, or organizing campaigns.

Annual Appeal: A yearly fundraising effort typically sent to donors and supporters to request financial contributions. Your role may include preparing materials, managing donor outreach, and tracking responses to ensure the campaign’s success.

Board of Directors: A group of individuals elected to oversee the organization's management and guide its mission. You’ll often support the board by preparing meeting agendas, taking minutes, and managing board communications.

Business Continuity Plan (BCP): A strategic plan that outlines how an organization will operate during unexpected disruptions. You may assist in creating, updating, or managing the implementation of a BCP to ensure operations continue smoothly.

Capital Campaign: A large-scale fundraising effort for a specific purpose, often building-related or to establish an endowment. EAs may help organize materials, track donations, and manage event logistics for campaign-related activities.

CRM (Customer Relationship Management): A software tool used to manage relationships and interactions with donors, partners, and other stakeholders. You may use CRM systems to track donor contributions, manage outreach, and personalize communication efforts.

Development: The process of generating financial support through fundraising efforts. EAs may assist development staff with event planning, donor outreach, or grant submissions.

Due Diligence: A thorough appraisal of an organization's financial, operational, or legal status, often conducted before partnerships or investments. You may assist in gathering data and organizing documents for due diligence reviews.

Endowment: A fund created through donations to support the organization long-term, with interest earnings used for specific projects or general operations. You may help manage endowment-related communications or track contributions.

Fiscal Sponsor: An organization that provides oversight and support to smaller or new nonprofits, allowing them to accept tax-deductible donations. EAs might coordinate with fiscal sponsors for reporting or fund distribution.

Grant Proposal: A formal request submitted to funders, like foundations or government agencies, to secure funding for specific projects. You may support grant proposal preparation, assist in tracking deadlines, or compile reports on grant usage.

Impact Metrics: Measurements that demonstrate the effectiveness of the organization’s programs. You might help track or report these metrics to show funders and stakeholders the impact of your organization’s work.

In-Kind Donation: Non-monetary contributions, such as goods or services, donated to the organization. You may manage these donations, handle acknowledgments, and document them for tax purposes.

Lean Methodology: A system that minimizes waste and improves efficiency within an organization. This methodology can help nonprofits maximize limited resources, and you may implement lean practices to streamline workflows.

Matching Gifts: Employer-sponsored programs where companies match employee donations to nonprofits. You might assist donors by providing matching gift information or processing these contributions to increase donation impact.

Mission Statement: A brief description of the organization’s purpose and goals. Familiarity with the mission statement helps you align daily tasks with the organization’s long-term vision.

NDAs (Non-Disclosure Agreements): Legal contracts that protect confidential information shared between parties. You may help manage these agreements, ensuring compliance with confidentiality policies when working with external partners.

P&L (Profit and Loss Statement): A financial report that summarizes revenues and expenses over a period. Understanding this document helps you support financial planning and manage expenses within budget constraints.

Pledge: A donor’s commitment to contribute a specific amount over time. You may track pledges, follow up with donors, and ensure that funds are allocated to their intended purpose.

Program Evaluation: A formal assessment of the effectiveness of the organization’s programs. EAs may help collect data or prepare reports that demonstrate program outcomes.

Prospect Research: The practice of identifying potential donors. EAs might conduct prospect research to learn about prospective donors' giving history, interests, and capacity to give.

Quarterly Business Review (QBR): A review of an organization’s performance and goals held every quarter. You may organize these reviews, prepare performance data, and provide materials for strategic discussions.

Restricted Funds: Donations designated by the donor for a specific purpose, such as a particular program. You’ll need to track these funds carefully to ensure they are spent according to donor wishes.

Silent Auction: A popular fundraising event format where items are bid on without an auctioneer. EAs often handle logistics, organize items, and manage donor acknowledgments for these events.

Stakeholder Management: The process of fostering and maintaining good relationships with stakeholders. You may coordinate communication, provide updates, and manage expectations to keep stakeholders engaged.

Strategic Initiative: A significant project or effort aligned with the organization’s long-term goals. You may help coordinate these initiatives, track progress, and ensure they stay on target.