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:

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

o    Provide 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

o    Process monthly VP and MD invoices, work records, AMEX and expense reports 

o    Maintain updated marketing collateral for pitch meetings

o    Maintain updated swag bags for pitch meetings  

o    Maintain up to date press kits 

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

o    Book the use of NJPAC public spaces in ArtsVision, as requested

o    Coordinate special requests for donor tickets, as requested 

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

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

o    Prepare donor acknowledgement letters and invoices and provide quality control 

to ensure data and language accuracy 

o    Manage regular birthday mailings to trustees and Women@NJPAC Trustee birthday emails

-    Fundraising: 

o    Support VP, Development with annual board solicitation mailing and tracking

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

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

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

o    Lead quarterly review and preparation of pledge reminders 

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

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

-    Database and CRM projects: 

o    Support 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  

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

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

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

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

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

o    Maintain accuracy of Board and committee listings on NJPAC website

-    Special projects:

o    As 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.

o    Effectively 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.

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

o    Manage annual development events calendar 

o    Support 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: 

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

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

-    Events:

o    Support 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 

o    Update event attendance in Salesforce