Executive Assistant

Description

Executive Assistant, Development

Summary

Reports To: Chief Development Officer (CDO)

Status: Full-Time, Exempt

The Executive Assistant, Development provides high-level administrative and operational support to ensure the efficiency and effectiveness of the development department at the Nashville Symphony, specifically in assisting the CDO, Senior Director of Development and Senior Director of Corporate Partnerships. This dynamic position combines traditional executive assistant responsibilities with hands-on involvement in donor fulfillment, ticketing, and cross-departmental collaboration. The role requires exceptional organizational skills, discretion, and the ability to anticipate needs in a fast-paced, mission-driven environment. The ideal candidate is a proactive problem-solver with a passion for the performing arts and a commitment to supporting fundraising efforts.

Primary Duties and Responsibilities

CDO Administrative Support

• Manage the CDO’s calendar, including scheduling meetings and appointments.
• Serve as the primary point of contact for internal and external stakeholders on behalf of the CDO.
• Prepare and organize meeting materials, agendas, and follow-up correspondence.
• Handle confidential and sensitive information with the utmost discretion.

Development and Partnership Support

• Collaborate closely with Senior Director of Corporate Partnerships on fulfillment of sponsorship agreements including managing data and tickets, creating stewardship opportunities and monitoring fulfillment in conjunction with Assistant Director of Donor Relations.
• Coordinate logistics for donor meetings, site visits, and stewardship events for both corporate partnerships and other development functions with Senior Director of Development.
• Track and follow up on action items related to donor cultivation and stewardship.
• Support the preparation of fundraising reports, proposals, and presentations.
• Coordinate ticketing for donors and VIPs, ensuring a seamless and positive experience.

• Collaborate with development team on fulfillment of donor benefits, including invitations, program recognition, and other deliverables.

Other Duties

• Collaborate with the development team to support fundraising events, including guest lists, RSVPs, and logistics.
• Coordinate with vendors and service providers to ensure seamless event execution.
• Attend events as needed to provide onsite support and assist with donor engagement.

• Order supplies and maintain an organized workspace for the development department.
• Liaise with other departments to ensure smooth interdepartmental communication.
• Perform other administrative tasks as assigned to support the overall goals of the development team.

The duties listed above are not all inclusive.  The person in this position is expected to perform other work-related duties as assigned even though they may not be considered primary duties.

Qualifications

Work Requirements and Qualifications:

• Bachelor’s degree or equivalent professional experience.
• 1 years of experience as an executive assistant, preferably in a development or non-profit setting.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and donor CRM systems (Tessitura experience preferred).
• Strong organizational and time-management skills, with the ability to prioritize and meet deadlines.
• Excellent written and verbal communication skills.
• Ability to work independently and collaboratively in a fast-paced environment.
• Experience in a performing arts or cultural organization preferred.