Executive Virtual Assistant Jobs in Oregon (NOW HIRING)

At Our Children's Trust, we are committed to providing an environment of mutual respect where equal employment opportunities are available to all applicants and teammates without regard to race, color, religion, sex, national origin, age, physical and mental disability, marital status, sexual orientation, gender identity, gender expression, genetic information, military and veteran status, and any other characteristic protected by applicable law. Our Children's Trust believes that diversity and inclusion is critical to our success and we seek to recruit, develop, and retain the most talented people from a diverse candidate pool.

Our Mission

Our Children's Trust empowers young people to enforce their constitutional rights in court when governments endanger their lives, health, and futures by fueling the climate crisis.

Position Summary

This is a temporary, part-time position with a duration of up to 6 months from the date of hire. Estimated requirement of up to 20 hours per week.

The Engagement and Donor Relations Associate provides high-level administrative and operational support to the Senior Director of Donor Development, coordinating meetings and follow-through, preparing briefing materials, tracking key engagement metrics, and ensuring accurate, up-to-date CRM records, while also supporting the Engagement team with a focus on donor engagement efforts. This role serves as a primary point of contact for donors and supporters, supports donor communications and acknowledgements, and provides logistical coordination for fundraising campaigns and in-person and virtual events, while also supporting prospect research and Youth Advisory Council coordination, and contributes to fundraising and development initiatives.

Key Responsibilities

Administrative Support to Development Team

• Organize, schedule, and prepare materials for meetings, including sharing agendas, taking minutes, and managing post-meeting follow-ups such as distributing notes and tracking action items.
• Track key engagement metrics such as awards as well as key media quotes from plaintiffs, attorneys, and experts.
• Prepare meeting memos, briefing materials, and other internal documents to support donor and partner engagement.
• Assist with award submissions, including gathering required content.
• Maintain accurate contact records in CRM, ensuring that all new contacts are entered and that touchpoints are consistently updated.
• Maintain and update shared Outlook calendars and Microsoft Planner by entering meetings, deadlines, and tasks, and ensuring all information is accurate and kept up to date.

Communications & Development Team

• Serve as primary point of contact for donors and supporters, responding to daily inquiries and payment issues.
• Support development of donor-facing materials, including thank you cards, impact assets, stewardship content, and other communications.
• Assist with timely donor acknowledgements, including coordinating thank you letters, cards, and related correspondence.
• Assist in managing grant documentation by ensuring agreements and related materials are received, logged, and stored in the appropriate systems in collaboration with Finance and other staff.
• Assist with development-focused events, including donor stewardship activities and program briefings.
• Support the planning and execution of online events (creating run of show, coordinating speakers, drafting and setting up registration pages and reminder emails, operating Zoom or virtual platform, etc.).
• Assist in the design and execution of fundraising and donor engagement campaigns with a special focus on monthly donors, end of year campaign, and impact report.
• Support effective donor cultivation, solicitation, and recognition activities.
• Support the preparation and distribution of donor mailings, Impact Reports, pitch decks, and other development and engagement materials.
• Research individual and organizational prospects and donors, applying professional tools such as DonorAtlas online and prospecting tools, to identify, qualify, and develop long-term funding relationships.

Minimum Required Education and Experience

• 4 years of fundraising or general non-profit organization experience
• OR Associate's degree and 2 years of Legal Assistant, Executive Assistant, or Non-profit experience
• OR equivalent combination of education, skill, and experience

Competencies

• Excellent time-management and organizational skills, with the ability to balance multiple priorities, manage logistics, and consistently meet deadlines.
• Extensive knowledge of office administration, clerical procedures, and recordkeeping systems.
• Proficient with Microsoft Office Suite or similar software with the ability to learn new or updated software.
• Experience working with CRM or donor-management systems (e.g., Neon), with the ability to update records accurately and follow data-entry procedures.
• Strong attention to detail, with a commitment to accuracy in data entry, documentation, and maintaining donor and contact records.
• Customer-service oriented, with the ability to respond promptly and courteously to donor and supporter inquiries while handling confidential information appropriately.
• Ability to assist with logistical details for meetings and events, including scheduling, preparing materials, communicating with vendors, and supporting shipping needs.
• Basic research skills preferred, including the ability to gather and summarize information related to prospects, foundations, or sector trends.

Expectation for All Employees

• Exceptional writing, organizational, and communication skills
• Demonstrated commitment to excellence
• Identify and solve problems with sound judgment and effective solutions
• Work independently, jointly, and under pressure
• Respectful, approachable, and team-oriented, building strong working relationships and contributing to a positive work environment
• Takes personal responsibility for job performance; receptive to feedback, willing to learn, and embraces continuous improvement
• Professional participation, presentation, and conduct during in-person and virtual events
• Commitment to Trauma Informed Care principles and practices
• Actively contributes to an inclusive workplace by respecting diverse perspectives, treating everyone fairly, and working to dismantle systemic barriers, promoting equality and belonging within our organizational culture

Working Conditions/Work Schedule

Work is primarily performed in a standard office setting. Work is primarily performed Monday through Friday during regular business hours; however, evening and weekend hours may be necessary dependent upon case activity, deadlines, and workload.

Physical Working Requirements

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations will be provided to the extent possible and appropriate in the event of ADA qualifying disability.

• Prolonged periods of sitting at a desk and working on a computer.
• Ability to occasionally lift and carry up to 20 pounds.

Travel

Some out-of-state and overnight travel may be required for organizational retreats and/or case-specific events.

This job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee. Duties, responsibilities and activities may change, or new ones may be assigned at any time with or without notice.