Development Associate, Katonah Museum of Art

Summary:

The Development Associate supports all fundraising and special events initiatives at the Museum under the direction of the Associate Director of Institutional Advancement and provides administrative support for the Executive Director. The Associate will have direct oversight of the ED’s calendar, travel, development, and administrative needs and will act as liaison with staff, Trustees, Emeriti, Director’s Circle members, and external contacts. They will perform a wide variety of administrative tasks involving initiative, discretion, and independent judgment.

Responsibilities:

Administrative work for Executive Director and the Board of Trustees

• Coordinate Board of Trustee, Emeriti, Director’s Circle, and Trustee Committee meetings and events.
• Support production and distribution of Trustee Board materials.
• Manage logistics and attendance for Trustee meetings and events and distribute meeting agendas and minutes.
• Provide administrative support to the Executive Director (ED), including managing her schedule and contacts, setting up appointments, and coordinating internal and external meetings.

Fundraising and Membership

• Research and prepare grant proposals.
• Assist with grant reporting and tracking.
• Work with colleagues to plan and manage exhibition-related events and openings, including Saturday evening First Look, Upper Level Member Preview, and Sunday Member Breakfasts.
• Support the Associate Director of Institutional Advancement to plan and execute the Annual Appeal.
• Assist the Development team with maintenance of the Donor Database, Membership Management, and Campaign solicitations.
• Additional related assignments as directed.

Special Events

• Collaborate with the Associate Director of Institutional Advancement and the ED to plan and manage Special Events and Cultivation Events. Support and attend all special events and meetings, including on nights and weekends.
• Events include the Gala, Himmel Award and Luncheon, Monthly Director’s Circle events at the KMA and offsite, 2 annual Director’s Circle trips, exhibition-related events at the KMA and offsite

Trustee and Emeriti events at the KMA and offsite, Summer Series events at the KMA, and other events.

Administrative Work related to Events

• Produce Run of Show documents with schedules, timelines, staffing and all details for events.
• Maintain event RSVP lists.
• Create, maintain, and segment lists for email and print mail invitations as needed.
• Manage Guest Services Associate staff members for events including set up, during events and break down. This includes working with Guest Services Staff and artists, speakers, performers, and technicians to ensure that supplies/materials, IT & A/V set-up needs are met; maintain an orderly inventory of technology for easy access.
• Build relationships with KMA community members, as well as with other institutions and organizations within Westchester County.
• Write special event descriptions for website, press releases, and KMA newsletter.
• Set up and facilitate virtual programs using platforms such as Zoom, Facebook, Instagram, Etc.
• Record and/or livestream onsite and virtual programs to create video resources for internal and external usage.

Budget

• Create event budgets in consultation with the Associate Director of Institutional Advancement and regularly monitor and report budget updates for all events.
• Create, maintain, and present final event Profit & Loss statements for each event.
• Negotiate, competitively bid, and administer vendor contracts.

QUALIFICATIONS

• M.A. in Art History or related field. A minimum of two years of development and/or fundraising experience at a non-profit institution or museum, is preferred.
• Facility with donor database management and utilization, preferably eTapestry.
• Strategic thinker with excellent verbal and written skills.
• Collegial team player: ability to work on multiple projects simultaneously.
• Proficiency with Word, Excel, Outlook, Constant Contact, and Network for good.
• Experience with basic budget and P&L creation.
• Exceptional planning and project management skills.