Fractional Executive Support Coordinator

Position Type: Part-Time, Independent Contractor (1099)

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Location: Remote

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Reports To: Executive Director

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Estimated Commitment: Approximately 5 hours per week

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Compensation: $30 per hour

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Position Summary

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The Fractional Executive Support Coordinator provides high-level administrative, communications, and project task support to the Executive Director. The person serving in this contract position will enjoy flexibility in terms of when they engage in the work.

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 The Fractional Executive Support Coordinator serves as a force multiplier for organizational effectiveness by helping improve routine outreach, communications, data management, and follow-up activities, allowing leadership to focus more effectively on strategy, fundraising, partnerships, and mission delivery. 

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KEY RESPONSIBILITIES-----------------------------------------------------------------------------------

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 Executive Communications

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·      Serve as a thought partner with the executive director with confidential access to his primary email account (Director@carenewhaven.org)

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·      Draft emails, letters, talking points, and other correspondence on behalf of the Executive Director. (Task= Ghost writing)

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·      Assist with ghostwriting correspondence for donor, volunteer, partner, and community communications.

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·      Manage and organize incoming and outgoing communications as assigned.

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·      Prepare and refine task actions within Trello and Bloomerang CRM to facilitate follow-up actions and forward progress.

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 Outreach & Relationship Management

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·      Help coordinate outreach to prospective donors, community leaders, partners, and stakeholders.

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·      Schedule meetings, calls, and introductory conversations on behalf of leadership (Director, Volunteer Opportunity Managers, and Board members as needed)

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·      Conduct follow-up communications to maintain engagement and advance relationships, particularly with Volunteers.

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·      Track outreach efforts and maintain accurate records within IVCG’s CRM (Bloomerang) and other systems as needed.

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 Volunteer & Client Support

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·      Assist volunteers and clients with routine questions when available and confident in the content.

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·      Direct more complex matters to appropriate staff or volunteer leaders.  In doing this, avoid simply forwarding messages to others with an assumption that the other party accepted the action.

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·      Ensure timely, professional, and welcoming interactions that reflect IVCG's values as a relationship-based community organization with seniors at the heart. 

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Data & Administrative Support

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·      Perform data entry, database maintenance, and support data cleanup projects across multiple technology systems.

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·      Maintain accurate communication records related to volunteers, donors, clients, and program activities by utilizing foundational IVCG systems such as Bloomerang and Trello. 

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·      Assist with spreadsheet management, reporting, and information organization as time allows. 

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·      Be curious, creative, and engaged with process improvements that increase efficiency and reduce administrative bottlenecks.

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Project Support

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·      Assist with ongoing project tracking and accountability.

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·      Conduct check-ins with staff and volunteer leaders when needed to facilitate common understanding of shared goals involving projects or programs.

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·      Ensure action items, deadlines, and commitments are followed through by following critical task management “cards” in Trello.

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·      Help identify obstacles and elevate awareness of issues requiring leadership attention.

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Desired Skills & Qualifications

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The right candidate will ideally have some or all of these attributes + KSA’s:

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• Local to the New Haven area
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• Familiar with the Greater New Haven non-profit community
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·       Strong comfort learning and working across multiple software and data systems.

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·       Unquestionably interested in community wellness and IVCG’s long term resilience.

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·       Proficiency with Microsoft Office, especially Excel, Outlook, and SharePoint.

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·       Experience in or willingness to quickly learn the use of Bloomerang-CRM and Trello.

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·       Excellent written communication skills with the ability to write in another person's voice.

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·       Professional and confident phone presence.

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·       Strong organizational skills and attention to detail.

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·       Experience with spreadsheets, data management, and recordkeeping.

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·       Ability to work independently, prioritize tasks, and manage multiple projects.

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·       Customer service mindset and ability to interact effectively with volunteers, clients, donors, and community leaders.

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·       Experience supporting executives, nonprofit leaders, or small business owners.

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Success Measures

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·      Increased responsiveness to stakeholders and community partners.

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·      Clear improvements for the Executive Director’s capacity (time) to invest in Development efforts by reducing operational friction.

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·      Improved follow-through on projects, meetings, and action items as observed by the Executive Director and Board of Directors.

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·      Improvements in organizational data.

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·      Faster scheduling and coordination of strategic conversations and partnerships.

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Requirements

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·      Successful interview with the executive director that leads to mutual confidence in the ability to conduct associate executive administrative functions as an independent contractor.  

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·      Successfully pass the background check

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Application Process:

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·      Send a resume or contractor profile (as a PDF attachment) to: Director@CareNewHaven.org. Include a cover letter.