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Luther Burbank Center for the Arts · 1 day ago

Executive and Philanthropy Assistant

Santa Rosa, CA

Full-time

Onsite

Mid Level

$25/hr - $30/hr

3+ years exp

Luther Burbank Center for the Arts is seeking an Executive and Philanthropy Assistant to ensure seamless administrative and donor-support operations. The role involves providing administrative support to the President & CEO, coordinating board activities, and fostering relationships with donors and community partners through excellent communication and event coordination.

AssociationCommunitiesEducationEvent ManagementEventsMusicPerforming ArtsSocial Media

Responsibilities

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

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

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

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

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

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

Qualification

Fundraising experienceCalendar managementEvent coordinationData accuracyCommunication skillsOrganizational skillsTeam collaborationAttention to detail