Institutional Advancement Assistant Jobs

General Summary:

The Major Gifts Assistant provides administrative support to the Vice President of Institutional Advancement (VPIA), ensuring smooth day-to-day operations of the Institutional Advancement team. This position will also assist in the day-to-day communication with the VPIA and the VP’s portfolio of principal donors and prospects. This position also serves as a liaison for the VPIA with the Advancement Team, as well as a wide range of internal and external constituents and stakeholders.

Essential Duties and Responsibilities:

VP Support:

• Manage the VPIA’s calendar and coordinate meetings with staff, management team, and principal donors and prospects, including arranging travel (international and domestic), and other appointments/engagements during the workweek and outside business hours.
• Ensure documentation of donor communication and moves management procedures are properly recorded in the Symphony’s donor database.
• Other duties as assigned.
• Serve as a conduit for the VPIA, with a focus on efficiency and attention to detail.
• Prepare VPIA expense reports.
• Assist the VPIA with donor relationships by drafting correspondence for the VPIA’s approval and communicate with donors on her behalf.
• Ensure timely communication and correspondence from the VPIA to donors and prospects.
• Interface with IA staff, management team, donors, and board members on behalf of the VPIA.
• Provide event support for major institutional events and concerts three or four times a year.
• Prepare donor solicitation materials and information packets.

Requirements

• Ability to direct the flow of information in and out of the department.
• Demonstrated executive level secretarial, meeting planning, administrative, and project management experience.
• Superior organizational skills with acute attention to detail.
• Ability to work independently on projects from conception to completion.
• Ability to balance multiple, and sometimes conflicting, priorities.
• Excellent copy-editing ability.
• High degree of maturity and discretion: able to exercise good judgement in a variety of situations requiring professionalism, emotional intelligence, diplomacy, and tact in dealing with diverse groups of trustees, musicians, staff, and business leaders.
• Excellent oral and written communication skills.
• Experience with customer databases, a plus.
• Ability to work under pressure and meet deadlines.
• Advanced knowledge of the entire MS Office software suite.

Education and Experience:

• Passion for, and/or experience supporting music or other arts organizations would be a plus.
• Non-profit experience desired. Fundraising experience is preferred.
• Post-secondary formal education, or equivalent experience.
• Minimum of 5 years’ experience.

Benefits

This position is part-time, onsite 3-4 days per week, based at the Jacobs Music Center location at Symphony Towers.

Pay rate: $22.00/hour, non-exempt.