Executive and Philanthropy Assistant

Job Title

Executive and Philanthropy Assistant

Membership and Philanthropy

Director of Philanthropy

Non-exempt

Full-time, 40 hours per week

$25.00 to $30.00 per hour; depending on experience

To ensure seamless administrative, governance, and donor-support operations by assisting the President & CEO, coordinating board activities, and supporting the Director of Membership and Philanthropy and its team. Play a key part in fostering meaningful relationships with donors and community partners through excellent communication, hospitality, and event coordination. By maintaining accurate systems and thoughtful stewardship, the position helps advance the organization’s mission and philanthropic impact.

President & CEO (CEO), Board of Directors, all members of Membership and Philanthropy team, other departments, donors, and prospective donors

• Provide administrative support to the President & CEO, including coordination of their calendar
• Coordinate the planning, execution, and communications for the Board of Directors
• Coordinate the Membership and Philanthropy’s operational details for assigned small events
• Provide outstanding hospitality and communications with supporters of the organization
• Provide administrative support as a member of the Membership and Philanthropy Team

• Prioritize and ensure exceptional customer service to LBC patrons, members, donors, and prospective supporters
• Demonstrate accuracy and data integrity as a principle means to support the work of the department
• Participate in development and implementation of annual fundraising plans to meet department goals
• Ensure the department’s timely and effective execution of a robust stewardship program to recognize, retain, and cultivate the current donor pool

• Manage the CEO’s calendar, and ensure the CEO is prepared with necessary information and documents for meetings
• Draft and execute letters and documents for the CEO
• Arrange for operational needs, which may include travel, accommodations, and itineraries
• As needed, act as a liaison between the CEO, staff, board, volunteers and external parties

• Communicate and coordinate calendars for the board and select committees, setting the annual calendar by May each year
• Carry out communications for the board and select committees, including confirmation of attendance and ensuring meetings have a quorum
• Prepare and disseminate documents for the board and select committees, such as the board packets (including meeting agenda, minutes, financials, and department reports) and committee agendas
• Attend meetings of the board and select committees, recording minutes for review by the CEO
• Ensure all board listings are current, including website, letterhead, patron program, etc
• Liaise with Operations to carry out operational needs for board events, including logistics, food, drink, materials, etc

• Act as lead in ordering department supplies, ensuring the department and the CEO have what they need to execute their work
• Communicate, as needed, with IT on behalf of the department and the CEO
• Input, update, and maintain accurate constituent records, either as communicated by the CEO, fellow team members, or upon personal initiative to maintain accurate records, following department standards
• Produce reports and lists to advance the department’s goals, including research with Wealth Engine and other tools
• As needed, follow department standards to accurately carry out timely and comprehensive gift processing as assigned, including Tessitura processes; producing acknowledgement letters, pledge reminders, and invoices; making thank-you calls; filing; and fulfilling giving benefits

• Send gifts and informal correspondence (e.g., cards) on behalf of the department and the CEO
• Support the department’s efforts to increase knowledge throughout the community of the non-profit mission and programmatic impact of the LBC, resulting in conversion of ticket buyers into donors
• Conti…