CRM & project management support built for nonprofit teams running lean

Most nonprofit teams are managing donor relationships in Salesforce NPSP or Bloomerang while simultaneously coordinating grant deliverables, volunteer schedules, and program timelines across too few staff. When your development director is also your de facto project manager, critical follow-ups fall through the cracks. A Trusty Oak EA steps in to keep your CRM clean and your projects moving without adding a full-time headcount.

100+ tasks completed in this service category across our client base.

Fractional crm & project management support for nonprofits

How Trusty Oak handles crm & project management for nonprofits

A Trusty Oak EA working with a nonprofit typically splits their time between CRM hygiene and project coordination — two things that rarely get dedicated attention on small teams. On the CRM side, they handle tasks like deduplicating donor records in Salesforce NPSP or Bloomerang, logging gift entries, updating constituent contact information, and building out segmented lists for appeals or stewardship campaigns. On the project management side, they set up and maintain boards in Asana or Monday.com, track grant deliverable deadlines, send internal task reminders, and document meeting notes so nothing slips between programs. Your role is to set priorities and make decisions — the EA handles the execution and keeps the system current. Most clients check in with their EA weekly or bi-weekly through a standing sync, with day-to-day communication happening asynchronously in Slack or via email.

What your EA takes off your plate

Before your first session, document where your data actually lives — many nonprofits have donor information split across a CRM, a spreadsheet, and an email platform like Mailchimp or Constant Contact, and your EA needs a clear picture to work effectively. The most common mistake is handing off CRM access without a brief data entry guide or naming convention document, which leads to inconsistent records that take longer to fix than they would have taken to prevent. Even a one-page overview of how your organization logs gifts and categorizes constituents will make the first few weeks significantly more productive.

Donor Record Maintenance in Salesforce NPSP or Bloomerang

Regularly audit and update constituent records, merge duplicates, and ensure gift history and communication preferences are accurately logged.

Grant Deliverable Tracking

Build and maintain a grant calendar in Asana or Monday.com with deadlines for reports, compliance documentation, and funder check-ins so nothing is submitted late.

Donor Segmentation List Building

Pull targeted lists from your CRM for appeals, lapsed donor outreach, or major gift cultivation based on giving history, capacity, and engagement data.

Program and Event Project Coordination

Create project templates for recurring programs or fundraising events, assign tasks to the right team members, and follow up on outstanding action items before deadlines hit.

Reporting and Dashboard Setup

Configure standard reports in your CRM — such as retention rate, LYBUNT/SYBUNT lists, or campaign performance — so leadership has accurate data for board meetings and funder updates.

Tools our team works with

We adapt to your existing stack — no forced migrations.

Salesforce

Notion

Monday.com

HubSpot

Asana

ClickUp

...and many more!

Trusted by nonprofits

Trusty Oak supports nonprofits including Clayton Christensen Institute, Educational Testing Services (ETS), Real Discussion — handling everything from crm & project management to broader operational support.

What crm & project management support costs for nonprofits

Drag the sliders to build a monthly plan that fits your workload.

Executive Assistants

~$35/hour

15 hours $525

Specialists

~$50/hour

10 hours $500

Fractional Executives

~$95/hour

5 hours $475

Your monthly budget

$1,500

Starting at $1,000/month. One-time $300 onboarding fee includes your Strategic Delegation Plan.

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Frequently Asked Questions

Our nonprofit uses Salesforce NPSP — do your EAs actually know how to work in it?

Yes. Trusty Oak EAs have hands-on experience with Salesforce NPSP, including gift entry, record management, campaign setup, and running standard reports. If your instance has custom objects or a complex configuration, your EA will ask for a brief walkthrough during onboarding rather than assume — that's the right approach.

We're a small team and our 'project management' is mostly email threads and a shared Google Sheet — is that enough to start?

It's a very common starting point, and yes, your EA can work within those systems while helping you migrate to something more structured like Asana or Trello if that's a goal. The onboarding process includes a Strategic Delegation Plan where your Client Success Manager helps identify what's worth formalizing and what's fine to leave as-is.

How do we protect donor data when giving an EA access to our CRM?

Trusty Oak EAs are US-based W-2 employees or vetted contractors who sign confidentiality agreements, and you control the permission level you grant within your CRM. Most nonprofits set up a restricted user profile that limits access to the records and reports relevant to the EA's tasks — your Salesforce or Bloomerang admin can configure this before day one.

Get CRM and project support without adding headcount

Trusty Oak's monthly plans start at $1,000 with a one-time $300 onboarding fee that includes a Strategic Delegation Plan tailored to your nonprofit's workflows. Unused hours roll over, and after the initial three-month commitment it's month-to-month.