Virtual Assistant (Nonprofit)

About The Plugs IO 

The Plugs IO is a premium operations and growth agency. We build the systems, processes, automations, content pipelines, and brand infrastructure, that help mission-driven founders, coaches, nonprofits, and real estate professionals scale with clarity and precision. 

Nonprofit clients represent a significant and valued part of who we serve. They carry big missions and operate lean. This VA role exists to give those organizations the operational backbone they need to move with the same precision and consistency as any high-performing business. 

Our Values — M.C.B.E.E.S. 

Maintain Humility  ·  Commit to Completion  ·  Be Innovative  ·  Evolve & Adapt  ·  Elevate Others  ·  Serve with Excellence 

Role Overview 

We're hiring a VA to provide dedicated operational and administrative support for nonprofit clients of The Plugs IO. This role sits at the intersection of mission-driven work and operational precision — supporting everything from donor communications and grant documentation to program coordination, content scheduling, and board-level admin. 

You'll work directly within the workflows and systems we build for nonprofit clients, representing The Plugs IO in every interaction. The standard is the same as everywhere else in our organization: excellent, thorough, and owned. 

Primary Responsibilities 

Donor & Stakeholder Communications 

• Draft, send, and track donor acknowledgment letters, thank-you communications, and stewardship updates 

• Manage donor and stakeholder email correspondence on behalf of nonprofit clients, maintaining appropriate tone and mission alignment 

• Coordinate with client leadership on messaging for major giving campaigns and appeals 

• Maintain donor contact records, update CRM with communication history, gift details, and follow-up notes

Grant & Compliance Support 

• Assist with grant application preparation, gathering documentation, formatting submissions, and tracking deadlines 

• Maintain a grant calendar, track application deadlines, reporting due dates, and funder follow-up schedules 

• Organize and file grant-related documentation in compliance-aware folder structures 

• Draft grant progress reports and outcome summaries based on data and program updates provided by the client 

• Coordinate with program staff to gather required metrics, narratives, and supporting materials 

Program & Event Coordination 

• Support program scheduling, volunteer coordination, and event logistics as directed 

• Send program communications: reminders, confirmations, and follow-ups to participants and partners 

• Track program enrollment, attendance, and participation data 

• Coordinate meeting logistics: scheduling, agenda preparation, and follow-up action item distribution 

Board & Leadership Support 

• Prepare board meeting materials, agendas, reports, and supporting documents 

• Record and distribute meeting minutes with clear action items and owners 

• Maintain board member contact records and term tracking 

• Coordinate board communications and document requests 

Content & Communications Execution 

• Schedule and publish approved social media content across nonprofit client platforms 

• QA all content before publishing, verify accuracy, tone, links, and visual alignment with the organization's brand 

• Execute email newsletters and campaigns via ConvertKit or similar tools 

• Maintain editorial calendars and content trackers for client campaigns and awareness periods 

Operations & Administrative Support 

• Organize digital files, donor records, program documents, and communications in SharePoint or client-designated systems 

• Support client onboarding and offboarding of volunteers, staff, or program participants 

• Maintain internal trackers, databases, and reporting templates 

• Handle general administrative tasks as directed, research, data entry, scheduling, and document preparation 

What This Role Requires 

• Prior experience supporting a nonprofit, NGO, or mission-driven organization in an admin or VA capacity 

• Familiarity with nonprofit operations, grant cycles, donor management, board governance, and program administration 

• Exceptional written communication, donor and stakeholder correspondence must be warm, professional, and accurate 

• Strong organizational skills, you're managing multiple clients, multiple deadlines, and multiple workflows 

• Proficiency in Microsoft 365, Outlook, Teams, Planner, SharePoint, OneDrive, Word 

• Discretion with sensitive donor and financial data 

• Genuine care for mission-driven work, this is not a role for someone indifferent to impact 

Nice to Haves 

• Experience with nonprofit CRM platforms (Salesforce Nonprofit, Bloomerang, DonorPerfect, or similar) 

• Familiarity with grant writing, reporting, or foundation relations 

• Background in event coordination or volunteer management 

• Experience with email marketing tools (ConvertKit, Mailchimp, or similar) 

  
  

What This Role Is Not 

Clarity on Scope 

This is not a program director or fundraising strategist role. Not a grant writer, though you will support the process. Not a role where "close enough" is acceptable when donor trust and compliance are on the line.  Nonprofit clients often operate with limited bandwidth and high stakes. This role exists to give them precision, reliability, and excellence, the same standard we hold across everything we do at The Plugs IO.