Executive Assistant to Chief Philanthropy Officer

TITLE: Executive Assistant to Chief Philanthropy Officer

STATUS: Part-time, Year-Round

LOCATION: Hybrid, must live within frequent driving distance of Jacob’s Pillow

REPORTS TO: Chief Philanthropy Officer

DEPARTMENT: Philanthropy

WORKS WITH: Philanthropy team members, Assistant to the Executive Director, and Board Liaison

COMPENSATION: $22-$28 per hour (less applicable tax withholdings)

BENEFITS (SUMMER ONLY): three meals a day, free access to classes, performances, talks, and studio usage.

POSITION OVERVIEW

The Executive Assistant to the Chief Philanthropy Officer (CPO) plays a crucial role in supporting the Philanthropy Department's goals by providing high-level administrative, organizational, and logistical assistance. This part-time position ensures seamless administrative support to the Chief Philanthropy Officer, facilitates key donor relationships, and assists with special initiatives and events. The ideal candidate will excel in a dynamic environment, exhibit strong attention to detail, and handle confidential information with utmost discretion and care.

RESPONSIBILITIES

Administrative Support:

• Manage the CPO's calendar, scheduling internal and external meetings, and ensuring the CPO is prepared with relevant materials.
• Arrange travel, accommodations, and other logistics for the CPO’s donor visits and philanthropy-related travel.
• Cover key administrative duties, such as gift entry or database maintenance, during team member leave, or as delegated by the supervisor to ensure seamless department operations.
• Assist with special projects and initiatives as needed, ensuring timely completion of tasks.

Philanthropic Engagement:

• Provide support in maintaining donor relationships, including preparing donor meeting materials, ensuring acknowledgments are sent, and maintaining donor records on time.
• Coordinate logistics for donor events, meetings, and virtual engagements, in collaboration with the Philanthropy team.
• Draft and manage correspondence, reports, proposals, and presentation materials, maintaining confidentiality and discretion.
• Assist with the execution of high-level donor cultivation and stewardship events, both on-site and online.
• Manage updates to the Tessitura CRM database, ensuring that donor interactions and records are up-to-date.

Event & Meeting Coordination:

• Support the planning and execution of fundraising and donor events, working with other staff members to ensure seamless events.
• Provide support for meeting set up and breakdown, hosting guests on site, and other related duties.
• Prepare and disseminate agendas, take minutes, and follow up on action items from meetings led by the CPO, including with the Board’s Campaign Committee and Philanthropy Committee.
• Assist with organizing fundraising campaign efforts for capital and endowment projects, such as tracking progress and generating reports.

WORKING CONDITIONS/PHYSICAL DEMANDS

• Office settings include sitting, standing, moving, and bending—frequent interruptions.
• Specify any travel requirements or unusual hours.
• Travel as needed for donor visits, events, and meetings.
• Regular movement through various campus locations, including wooded areas with exposure to wildlife (rodents, ticks, mosquitos).
• Outdoor work during events, often in varying weather conditions.

PREFERED QUALIFICATIONS

• At least two years of administrative experience and concise writing skills.
• Proficiency with standard office equipment, electronic meeting technology, and fundraising/customer databases. Tessitura's experience is a plus.
• Proficiency in Google Suite (including Gmail, Google Sheets, Google Calendar, Google Docs & Google Slides).
• Experience working in a cultural institution or nonprofit setting is a plus.
• Experience with donor relations or working with boards of directors is a plus.
• Knowledge of and interest in dance or the arts is highly desirable.

SKILLS & QUALITIES

• Strong attention to detail and excellent interpersonal skills

WORKING CONDITIONS/PHYSICAL DEMANDS

• Office setting: including sitting, standing, walking, and bending
• Frequent interruptions