Executive and Philanthropy Assistant
Santa Rosa, CA
Full Time
Experienced
Job Title: Executive and Philanthropy Assistant
Department: Membership and Philanthropy
Reports To: Director of Philanthropy
FLSA Status: Non-exempt
Schedule: Full-time, 40 hours per week
Hourly Rate: $25.00 to $30.00 per hour; depending on experience
Purpose of the Position:
To ensure seamless administrative, governance, and donor-support operations by assisting the President & CEO, coordinating board activities, and supporting the Director of Membership and Philanthropy and its team. Play a key part in fostering meaningful relationships with donors and community partners through excellent communication, hospitality, and event coordination. By maintaining accurate systems and thoughtful stewardship, the position helps advance the organization’s mission and philanthropic impact.
Key Relationships:
President & CEO (CEO), Board of Directors, all members of Membership and Philanthropy team, other departments, donors, and prospective donors
Key Results:
- Provide administrative support to the President & CEO, including coordination of their calendar.
- Coordinate the planning, execution, and communications for the Board of Directors.
- Coordinate the Membership and Philanthropy’s operational details for assigned small events.
- Provide outstanding hospitality and communications with supporters of the organization.
- Provide administrative support as a member of the Membership and Philanthropy Team.
Primary Duties and Responsibilities (Other duties as assigned)
GENERAL
- Prioritize and ensure exceptional customer service to LBC patrons, members, donors, and prospective supporters
- Demonstrate accuracy and data integrity as a principle means to support the work of the department
- Participate in development and implementation of annual fundraising plans to meet department goals
- Ensure the department’s timely and effective execution of a robust stewardship program to recognize, retain, and cultivate the current donor pool
ADMINISTRATIVE SUPPORT TO THE PRESIDENT & CEO
- Manage the CEO’s calendar, and ensure the CEO is prepared with necessary information and documents for meetings.
- Draft and execute letters and documents for the CEO.
- Arrange for operational needs, which may include travel, accommodations, and itineraries.
- As needed, act as a liaison between the CEO, staff, board, volunteers and external parties.
BOARD LIAISON
- Communicate and coordinate calendars for the board and select committees, setting the annual calendar by May each year
- Carry out communications for the board and select committees, including confirmation of attendance and ensuring meetings have a quorum
- Prepare and disseminate documents for the board and select committees, such as the board packets (including meeting agenda, minutes, financials, and department reports) and committee agendas
- Attend meetings of the board and select committees, recording minutes for review by the CEO
- Ensure all board listings are current, including website, letterhead, patron program, etc
- Liaise with Operations to carry out operational needs for board events, including logistics, food, drink, materials, etc.
- Act as lead in ordering department supplies, ensuring the department and the CEO have what they need to execute their work.
- Communicate, as needed, with IT on behalf of the department and the CEO
- Input, update, and maintain accurate constituent records, either as communicated by the CEO, fellow team members, or upon personal initiative to maintain accurate records, following department standards
- Produce reports and lists to advance the department’s goals, including research with Wealth Engine and other tools
- As needed, follow department standards to accurately carry out timely and comprehensive gift processing as assigned, including Tessitura processes; producing acknowledgement letters, pledge reminders, and invoices; making thank-you calls; filing; and fulfilling giving benefits
INDIVIDUAL GIVING
- Send gifts and informal correspondence (e.g. cards) on behalf of the department and the CEO
- Support the department’s efforts to increase knowledge throughout the community of the non-profit mission and programmatic impact of the LBC, resulting in conversion of ticket buyers into donors
- Continually analyze and assess donor and prospect data to identify and qualify appropriate targets for cultivation of greater support
EVENTS
- Liaise with Operations to carry out operational needs for Donor Receptions (e.g. Behind The Scenes), ensuring seamless experiences for LBC members, donors and prospective donors, and partners
- Support the department’s events throughout the year, including a major annual fundraiser, significant cultivation and stewardship events, and routine hospitality and stewardship functions
- As needed, attend events for the purpose of donor engagement and to ensure the effective fundraising and/or stewardship functionality of events
Professional Qualifications
Bachelor’s degree (B.A.) from four-year college or university, or equivalent; three to five years of fundraising experience and/or experience with non-profit boards preferred; demonstrated ability to execute administrative activities.
Critical Skills and Abilities
- Prize accuracy, clarity, and attention to detail
- Excellent organizational habits
- Display personal integrity
- Demonstrate a desire to earn the trust and respect of being an excellent team member
- Demonstrate an open and approachable manner when interacting with LBC patrons, donors, and members of the community
- Demonstrate ability to be tactful and diplomatic in dealing with confidential matters
- Demonstrate ability to communicate in a respectful way in difficult situations
- Contribute to a supportive team, mentorship, and friendship in service of the LBC’s mission and impact in the community
Other Skills and Attributes
- Capacity to manage multiple projects with competing deadlines in a fast-paced, deadline-driven, detail-oriented environment
- Possession of a collegial style that promotes teamwork, creativity, and open communication
Supervisory Responsibilities
This role has no supervisory responsibilities.
Work Environment, Schedule, and Remote Locations
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. The noise level in the work environment is usually moderate.
Regular schedule will be 9am-5pm, Monday-Friday, in the administrative offices of the LBC. Routine meetings committee and board meetings will require shifting schedules to later shifts. Given that the LBC is a community events center, some flexibility against that regular schedule will be required to accommodate occasional events and functions on nights and weekends.
Most of this role will be conducted at the administrative offices of the LBC. To the extent the role is possible to carry out remotely, any such remote work will be approved by the Director of Philanthropy and CEO.
Physical Demands
Sedentary work. Exerting up to 25 pounds of force occasionally and/or negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects. Repetitive motion. Substantial movements (motions) of the wrists, hands, and/or fingers. Employee is required to have close visual acuity to perform an activity such as preparing and analyzing data and figures; transcribing; viewing a computer terminal; extensive reading.
Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions of the job.
Luther Burbank Center for the Arts is committed to creating a diverse work environment and is proud to be an equal opportunity employer.
To apply send resume with cover letter to: [email protected]
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