Special Assistant to VP/MD, Women@NJPAC

The Special Assistant provides high-level programmatic and administrative support to the Vice President of Development and the Managing Director, Women@NJPAC, and contributes to the successful functioning of the NJPAC development department. The ideal candidate for this position is a proactive, strategic thinker with strengths in independently identifying and supporting end-user business needs.

• Scheduling:
  
  

oManage schedules of Vice President and Managing Director, Women@NJPAC, including coordinating and scheduling meetings and making travel arrangements

oProvide support for meetings, including but not limited to: booking rooms and/or making reservations; scheduling and coordination among participants; creation and dissemination of meeting materials (including presentations); preparing gift bags and giveaways; ordering and managing catering

• Administration
  
  

oProcess monthly VP and MD invoices, work records, AMEX and expense reports

oMaintain updated marketing collateral for pitch meetings

oMaintain updated swag bags for pitch meetings

oMaintain up to date press kits

oCommunicate with marketing team on behalf of VP and MD, including submitting project requests using Wrike project management system

oBook the use of NJPAC public spaces in ArtsVision, as requested

oCoordinate special requests for donor tickets, as requested

oManage inventory of NJPAC and Women@NJPAC letterhead and envelopes and submit requests for replenishment

oLead the planning and production of department wide retreats, events and team-building activities

oPrepare donor acknowledgement letters and invoices and provide quality control

to ensure data and language accuracy

oManage regular birthday mailings to trustees and Women@NJPAC Trustee birthday emails

• Fundraising:
  
  

oSupport VP, Development with annual board solicitation mailing and tracking

▪Gain deep familiarity with universe of NJPAC donors, with specific focus on Board of Directors

oSupport Managing Director, Women@NJPAC with Gala and Luncheon solicitation mailings and tracking

oPrepare documentation for Board related gift entry (and other gift entry as requested) and ensure gifts are properly documented in paper and digital files

oLead quarterly review and preparation of pledge reminders

oAttend regular development task force meetings to take notes and make assignments for follow up

oSupport maintenance of annual giving and event fundraising dashboards, including reconciliation as needed

• Database and CRM projects:
  
  

oSupport research and implementation of new CRM functionality for the development department, such as prospect tracking, donor recognition, moves management, templating for acknowledgements and invoices, and board engagement dashboard.

• NJPAC and Women@NJPAC Board & Committee management
  
  

oServe as data ombudsman for Board accounts in Salesforce, including quarterly review of list tags, biographical information, household information, recognition, committee participation and salutations

oAt VP and MD direction, prepare fundraising reports for Exec Committee and BOD meetings

oSend Women@NJPAC Board and Committee meeting reminders and manage RSVPs and follow up phone calls and emails, as needed

oSchedule Nominating and Governance Committee meetings, prepare and send meeting materials and prepare meeting minutes, as requested

oPrepare, edit, and proofread correspondence and reports including Board and Committee memos, minutes, and presentations

oMaintain accuracy of Board and committee listings on NJPAC website

• Special projects:
  
  

oAs directed by VP and/or MD, manage projects that do not neatly fit within the organizational chart or that fall between departments or leadership areas of responsibility.

oEffectively manage and oversee special projects initiated and committed to by the Vice President and when appropriate serve as a proxy for VP and/or MD.

oServe as project manager for annual mailings of the endowment report, Report to the Community and holiday cards, including list management, mail merging and mailing

oManage annual development events calendar

oSupport on-site donor recognition, including annually updating lobby banners and ensuring quality control for special events like North to Shore, Dodge Poetry and other institutional projects

• North to Shore:
  
  

oProject manage the creation of pitch materials, including power points, to solicit annual North to Shore Festival sponsorship

oWorking with Director of Corporate Partnerships, compile annual sponsorship reports following festival completion

• Events:
  
  

oSupport events team in producing an array of on and offsite special events: including 2 annual fundraisers and frequent cultivation and stewardship events; responsibilities may include, but are not limited to: staffing check in tables, creating name tags, microphone management during Q&A, invitation follow up (phone and email); mailing list compilation and editing; editing event details in Salesforce including registration and attendance

oUpdate event attendance in Salesforce