External Relations Executive Assistant

Position:External Relations Executive Assistant

Location: Neyer Outreach Center

1146 Bank Street

Job :352

# of Openings:1

External Relations Executive Assistant

St. Vincent de Paul – Cincinnati (SVDP) has served residents of Greater Cincinnati for over 150 years with basic needs such as food, medicine, and homelessness prevention through its outreach center in the West End and 56 parish-based volunteer Conferences (chapters). SVDP provides holistic direct assistance and systemic change services while treating neighbors in need with dignity and compassion.

Scope of the position:

The External Relations Executive Assistant serves as a critical extension of the Vice President of External Relations, helping to amplify the impact of an executive who oversees fundraising, marketing, media, events, and donor/community engagement for one of Cincinnati’s most trusted and visible nonprofits.

This role is ideal for someone who thrives behind the scenes, has exceptional organizational and communication skills, and takes pride in anticipating needs, managing details, and bringing order to fast-paced, high-impact work. You’ll work at the intersection of philanthropy, partnerships, and communications—helping steward key donor relationships, streamline executive workflows, and support major initiatives that serve neighbors in need across Greater Cincinnati.

Responsibilities and Duties:

Executive & Operational Support:

• Manage and optimize the VP's daily calendar, meeting cadences, prep materials, and communications.
• Maintain oversight of the HIVE team’s workflows (marketing, philanthropy, and engagement teams), ensuring timely updates and documentation of action items.
• Draft, edit, and organize internal and external correspondence, ensuring professional and consistent voice and formatting.
• Assist with agenda development, strategic follow-ups, and meeting logistics for leadership meetings, board committees, and partner/donor briefings.
• Track and prioritize key communications across multiple channels (email, social, text, media requests, donor portals, internal messaging, etc.)

• Manage stewardship workflows for a curated list of 200+ major donors and funders, helping track touchpoints, gratitude, and follow-up activities.
• Support execution of timely, meaningful donor communications—thank-yous, check-ins, holiday notes, and milestone recognition.
• Help ensure every high-level donor, community partner, and funder feels seen, heard, and appreciated through seamless coordination and thoughtful follow-through.

• Organize VP-level project documents, timelines, and review processes across departments.
• Aid in the preparation and execution of events, marketing initiatives, and special campaigns involving VIPs, funders, and community stakeholders.
• Assist with presentation materials, background research, donor profiles, and other executive deliverables.

Qualifications:

• 3+ years of experience in an executive support, communications, or nonprofit coordination role (development or marketing experience a plus).
• Outstanding writing, editing, and proofreading skills.
• Demonstrated ability to manage and protect sensitive information with discretion.
• Highly organized and proactive, with a calm, composed presence under pressure.
• Tech-savvy and proficient in Microsoft Office, Outlook, Google Suite, Canva, and CRM or donor databases (Salesforce a plus).
• A heart for mission-driven work and a belief in the dignity of every person.

This isn’t just administrative support. It’s a strategic and deeply valued role that supports a senior executive responsible for driving revenue, storytelling, and engagement for a mission that directly serves over 100,000 people each year. If you’ve ever wished to be the glue behind the scenes helping a leader do their best work, this is the job.

Physical Requirements:

• Ability to walk, stand, and bend for long periods of time.
• Ability to speak, hear, and engage in effective communication, both in person and over the telephone.
• Ability to lift and carry up to 50 lbs.