Development and Executive Assistant

Voices of Ascension Chorus & Orchestra seeks a full time Development and Executive Assistant to provide administrative and tactical assistance for the Executive Director and the Development Department.

In this role, you will report to the Executive Director with a dotted line to the Advancement Director to assist with effective management of this active and growing nonprofit. This is an opportunity to learn how a successful Development program is run, annually generating $1M+.

Responsibilities
As Development Assistant:

• Process gifts daily, including acknowledgments and data entry
• Maintain donor information in Ovation/AudienceView database, process reports and queries, maintain tracking sheets and contributed income projections, and reconcile income with accounting on a monthly basis
• Manage reception and cultivation event invitations, lists, and responses
• Front-of-house duties and assistance with special events and meetings including concerts, receptions, cultivation events, collaborative projects, committee meetings and board meetings as needed; includes some evenings and weekends
• Maintain all development files and materials for annual campaign, endowment campaign and special projects
• Assemble meeting materials, prospect research, and other necessary materials for fundraising and cultivation campaigns
• Assist Executive Director and Advancement Director with the cultivation of VIPs, donors, and audience members
• Assist with government contracts, proposals and reports
• Maintain Advancement (Development) calendar and communications
• Manage donor credit listing updates and communicate to Marketing team
• Other duties as requested

As Executive Assistant:

• Maintain organization calendar, files, records, and correspondence within the organization’s google drive
• Manage ED calendar, screen calls, maintain files and contacts, draft correspondence as needed
• General office assistance including receptionist duties, ticket sales and inquiries, processing mail /email and answering phones
• Assist staff with scheduling, workflow, meetings and completion of clerical and routine tasks as needed
• Host and/or participate in Zoom and/or in-person staff, board and committee meetings as requested, taking notes as required
• Board liaison functions including preparation of meeting materials, scheduling board and committee meetings , drafting minutes/taking notes and support for Board Secretary
• Maintain and update financial records including budgets, income and expense reports, contracts, bank deposits, invoices, payroll requests
• Research potential new vendors and organizational partners; Update and maintain organizational information on multiple platforms with vendors, donors and government agencies
• Other duties as requested

Requirements

The successful candidate will have:

• 2-3 years of professional experience in an administrative capacity, preferably in a nonprofit arts organization
• BA/BS degree
• Experience working with a fundraising database management system, preferably Ovation / Audience View
• Technical proficiency, including using Google Workspace, Microsoft Office, Ovation database, Adobe Creative Suite, Squarespace, Constant Contact, RingCentral phone, Zoom
• Familiarity with Quickbooks and Paychex online or similar web-based general ledger and payroll software and best practices
• High level of organizational skills, ability to prioritize and handle multiple tasks concurrentlyExcellent communication and interpersonal skills; ability to anticipate needs; ability to work in a professional manner in an open office environment
• Discretion
• Collaborative attitude and willingness to help within the development department and across the organization
• Ability to handle fast-paced environment and to be self-directed, especially in a hybrid / remote office environment