Administrative Assistant, Development

Job Description

Job Description

Title : Administrative Assistant, Development

Department : Development

Reports to : Chief Philanthropy Officer

Summary :

The Administrative Assistant, Development, serves in an administrative support role within The Philadelphia Orchestra and Ensemble Arts Development office, performing important support tasks that impact the success of the department and the entire organization.

The Administrative Assistant will provide high-level support to the Chief Philanthropy Officer, Vice President of Philanthropy, and Associate Vice President of Philanthropy including but not limited to calendar management, meeting scheduling, maintaining records and correspondence writing. The Administrative Assistant will assist in scheduling and coordinating meetings for the Department and will also provide administrative support for the comprehensive fundraising campaign.

The scope of the Administrative Assistant’s work will require collaboration and coordination with all members of the Development department as well as other departments, with an especially close collaborative relationship with the Manager, Office of the President and CEO.

Essential Functions :

• Provide administrative support to the Chief Philanthropy Officer, Vice President of Philanthropy and Associate Vice President of Philanthropy, including scheduling meetings, agendas, drafting correspondence, budget tracking and reporting, travel arrangements and other team logistics.
• Track and manage communications with donors including scheduling meetings, providing support in preparation for donor meetings, and maintaining records in our donor database.
• Facilitate all donor meeting follow-up, including letters and other materials required to continue the cultivation of the gift, coordinating additional meetings, and / or securing tickets for performances, events or other special invitations.
• Provide administrative support for several key committees of the Board.
• Perform administrative and office support and assist with onboarding new team members and disseminating important information.
• Assist with the planning and execution of Development Department’s full staff meetings and planning retreats.
• Maintain professionalism and strict confidentiality.

Education / Experience

Bachelor’s degree or equivalent preferred, with a minimum of 2 years of administrative support experience. Prior experience working in a non-profit fundraising office is preferred. Knowledge of or appreciation for the performing arts is a plus.

Knowledge / Skills / Abilities

Working Conditions / Physical Demands :

Routine for office environment. The employee will be required to perform the essential functions of the job during evening and weekend concerts and / or events.

Resume and cover letter are required when applying for this position.

The Philadelphia Orchestra and Ensemble Arts does not discriminate in employment on the basis of race, color, religion, gender (including pregnancy and gender identity), national origin, political affiliation, sexual orientation, marital status, disability, genetic information, age, parental status, or military service.