Executive Associate to the Chief Philanthropy Officer
DESCRIPTION
PURPOSE: Reporting to the Chief Philanthropy Officer, the Executive Associate works closely with all areas of Development to provide administrative support and ensure cohesive and streamlined internal and external communication for the department.
ESSENTIAL JOB FUNCTIONS:
Provides administrative support to the Chief Philanthropy Officer, including the management of the Chief Philanthropy Officer’s schedule and travel arrangements and supports in prioritizing ongoing projects and daily tasks.
Ensures Chief Philanthropy Officer is informed of and prepared for upcoming commitments and responsibilities and ensures appropriate follow-up.
Coordinates and manages administrative duties for the Chief Philanthropy Officer, including expense reports and invoicing, data management, event assistance, donor acknowledgement tracking, email communication, managing visitors, providing hospitality, and sorting mail.
Provides administrative support for internal and external meetings, including scheduling, developing agendas and notices, preparing presentations, confirming attendance, post meeting follow-up, and archiving.
Taking and distributes formal meeting minutes as assigned and needed.
Provides general administrative support to the Development Department, including maintaining office supplies, monthly department calendars, department roster, petty cash, and other duties as assigned.
Helps facilitate communication within the department as well as serving as a liaison between Development and external departments.
Serves as a primary point of communication between the Development Department and the Office of the General Director (OGD). In partnership with the Assistant to the Executive Offices, maintains the General Directors calendar of donor meetings and Development activities as well as tracks the General Director’s Development priorities.
Provides administrative support to Development-related Board committees as assigned and needed, including maintaining board documents and data (e.g. rosters, directory, handbook, orientation materials, monitoring deadlines, content preparation, and event planning as well as scheduling, timelines, correspondence, materials, taking minutes and post meeting follow up.
Coordinates the writing and design/layout for correspondences, proposals, project reports and sponsor spotlights as assigned.
Drafts templates for donor acknowledgement letters and reviews and edits letters for signature by the Chief Philanthropy Officer, as well as the General Director, and president of the Board.
Provides high-level stewardship, hospitality, and concierge support to patrons in the Chief Philanthropy Officer’s donor portfolio.
Manages filing system for the Chief Philanthropy Officer’s office and keeps files accurate and up to date within the Tessitura system.
Assists in maintaining accurate donor records within the database and facilitates reporting for the department.
Provides backup support to the Membership phone line and email account as needed.
SECONDARY FUNCTIONS:
Works closely with all areas of Development to support the department’s goals.
Works in partnership with all areas of Development to facilitate events and donor cultivation opportunities.
Serves as the safety representative for the Development Department and provides occasional backup support for facilities-related areas as needed.
Manages donor analysis projects assigned.
Assists at performances and events as needed (some evening and weekend work required).
Performs other job-related duties as assigned.
EDUCATION:
Bachelor’s degree from an accredited college or university (preferred) or equivalent work experience.
EXPERIENCE:
Minimum of two (2) years of professional work experience in a customer service and office environment.
PREREQUISITE SKILLS & REQUIREMENTS:
Understanding of basic principles and practices of fundraising and customer service
Outstanding interpersonal skills including the ability to interact and work collaboratively with staff, patrons, board members and other volunteers in a highly professional, confidential, and tactful manner
Outstanding communication skills, both oral and in writing; ability to convey complicated information in a clear, succinct, and respectful manner.
Proficiency in Microsoft Office and database navigation
Expertise in Outlook Calendars, Scheduling, Meeting Prep, & Hospitality
Tessitura experience preferred, or other equivalent CRM.
High Proficiency with PowerPoint or Google Slides and/or other graphics applications
Proven success with independently setting priorities, coordinating multiple projects simultaneously, and meeting firm deadlines.
Knowledge of opera/performing arts preferred
Basic knowledge of budgeting and expense management preferred
Ability to occasionally attend evening and weekend events in the Bay Area
Must perform the functions of the position in a safe manner
BENEFITS
Pay Range: $32 - $36 Hourly
This position is eligible for benefits including: Medical, Dental, Vision, Retirement Accounts, and other perks
HOW TO APPLY
Please apply via the SF Opera employment Website:https://www.sfopera.com/about/employment/
Please follow this link for the specific job listing: https://www.paycomonline.net/v4/ats/web.php/jobs/ViewJobDetails?job=200590&clientkey=205B4020D376C6954BB74A7E7242F35F
Application Email/Link: www.paycomonline.net/v4/ats/web.php/jobs/ViewJobDetails?job=200590&clientkey=205B4020D376C6954BB74A7E7242F35F