Development & Executive Assistant

President & Executive Director and Vice President of Development
Full Time
Non-exempt

Orchestra of St. Luke’s (OSL) seeks an assistant to provide administrative support to the President & Executive Director and the Development Department

DUTIES AND RESPONSIBILITIES

As Executive Assistant:

  • Maintain President & Executive Director’s calendar, answer phone, draft correspondence, reconcile expenses, maintain files and contacts
  • Board liaison functions, including preparation of meeting materials, correspondence, meeting set up
  • Track Google alerts on Board members, compile news for newsletter
  • Organize staff events and department head meetings
  • Draft and distribute minutes for meetings between external partners, Board members, and staff

As Development Assistant:

  • Process gifts daily, including writing acknowledgements and data entry
  • Maintain donor information in Raiser’s Edge database, process reports and queries for development staff, assist in reconciling income with accounting
  • Track and reconcile development department credit card expenses
  • Manage reception and cultivation event invitations, lists, and responses
  • Front-of-house duties at concerts and events as needed; includes some evenings and weekends
  • Assist Development staff with assembling materials and research for fundraising appeals and various mailings
  • Assist in research of donors and prospects as needed
  • Maintain calendar and acknowledge board, major donors, and staff birthdays
  • Manage donor credit listing updates and communicate to Marketing team
  • Other duties as assigned

General Duties:

  • General office assistance, including back-up receptionist duties, processing mail, and answering phones
  • Scheduling and facilitating virtual Zoom meetings and events for organization as needed

QUALIFICATIONS

  • Bachelor’s degree required
  • Minimum 1-2 years of relevant experience in an office setting required
  • High level of organizational skills, ability to prioritize and handle multiple tasks concurrently
  • Excellent communication and interpersonal skills; ability to anticipate needs; ability to work in a professional manner in an open office environment
  • Discretion
  • Superior computer skills in Word, Excel, and Outlook; technical expertise in digital communication platforms, including Teams; proficiency with Zoom; and experience with Raiser’s Edge or similar database
  • Collaborative attitude and willingness to help within the development department and across the organization
  • Knowledge of classical music is a plus

WORKING CONDITIONS

Open office, some evenings and weekend events required, travel to meetings and events.

PHYSICAL REQUIREMENTS

Basic office functions

COMPENSATION

Commensurate with experience. Benefits package is very competitive, including medical, dental, 403(b), employer-paid retirement plan, and vacation, personal, company holiday (11), and sick days.

APPLY

Please send cover letter and resume as PDF attachments by email to development@OSLmusic.org, subject line “Development & Executive Assistant_[Your Last Name].”

No phone calls please.