Executive Assistant

• 11 Jun 2024

Job Title: Executive Assistant
Department: Development
Reports to: Senior Director of Development
Status: Full Time
Schedule: Monday – Friday, In-Office/Hybrid
Salary Range: $45,000 – $50,000 per year

EXECUTIVE ASSISTANT

Reporting to the Senior Director of Development, the Executive Assistant will provide key administrative support to help the fundraising department achieve its annual revenue goals. The Executive Assistant will serve as a key member of the individual giving team and will also provide administrative support to the Director of Special Events. The Executive Assistant will be a self-starter who prioritizes competing demands, hosts and coordinates meetings, schedules travel arrangements, drafts correspondence and proposal, processes expenses, and maintains donor records in Tessitura. The Executive Assistant will be expected to attend performances and special events to greet guests and will interact with staff at every level across departments.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

• Assists Sr. Director of Development in preparing PowerPoint presentations and supporting documentation for Board of Trustees meetings, Campaign Committee, Development Committee, and Nominating and Governance Committee meetings.
• Writes, proofreads, edits, and sends correspondence on behalf of the Sr. Director of Development, including: gift agreements, major gift proposals, stewardship reports, and other correspondence.
• Assists Sr. Director of Development in planning development team meetings, including date selection and agenda distribution, and in creating a team culture that aligns with MCB brand values.
• Participates in individual giving team meetings and serves as a liaison between the individual giving team and the Sr. Director of Development.
• Provides administrative support to the Special Events Director and Senior Director of Major Gifts on mailings, including overseeing printing, merging, stuffing, and mailing of letters, cards, and other donor communications.
• Creates in-depth research profiles on donors and prospects as needed by the Sr. Director of Development and Board of Trustees.
• Manages the calendar of the Sr. Director of Development, including scheduling meetings and travel as needed.
• Drafts emails on behalf of the Sr. Director of Development and manages the ghost email account.
• Tracks and maintains the department budget and oversees reconciliation with the Finance Department.
• Processes check requests, oversees credit card expenses, and reimbursement requests on behalf of the Sr. Director of Development.
• Monitors news articles and google alerts for information on major donors and updates research profiles and donor records accordingly.
• Tracks and maintains the portfolio of the Sr. Director of Development and members of the Board of Trustees in Tessitura, including all contact reports.
• Provides superior customer service to donors who are visiting MCB studios by confirming attendance, providing parking details, sharing guest protocols, and greeting them upon arrival.
• Opens and distributes department mail and scans contributions for gift processing.
• Attends most donor events and performances to greet guests, staff special events, manage seat notes, and offer bespoke donor experiences.

QUALIFICATIONS:

• Minimum of two years of administrative experience, preferably in a fast-paced and deadline driven environment.
• Proficiency in Microsoft Office Suite, especially Word, Excel, and PowerPoint, and fluency in mail merges.
• Ability to write clearly, succinctly, and in an appealing way to targeted audiences.
• Ability to prioritize work, juggle multiple projects, maintain organized files, and manage time effectively.
• Exceptional attention to detail is required, especially when communicating with Trustees, major donors, and members of the senior leadership team.
• Ethos of collaboration and ability to work alongside all members of the development team.
• Capable of maintaining sensitive, confidential information with discretion.
• Proficiency in Tessitura or other non-profit CRM highly desirable.
• Must be willing to work evening and weekend hours when required.

Miami City Ballet seeks to develop and nurture its diversity. Miami City Ballet is committed to maintaining an inclusive community that recognizes and values the inherent worth and dignity of every person; fosters tolerance, sensitivity, understanding, and mutual respect. Miami City Ballet is an EEO employer fully committed to achieving a diverse workforce. All individuals, including minorities, women, individuals with disabilities, and protected veterans are encouraged to apply.

TO APPLY

To apply, please send:
1. Resume
2. Cover letter briefly outlining your experience in relation to the qualifications and selection criteria above.

Email your application to joy.stanfield@miamicityballet.org with the title of the role you are applying for in the subject line. No agencies or phone calls, please.