Executive and Philanthropy Assistant

Luther Burbank Center for the Arts•Santa Rosa, CA

2d•$25 - $30•Onsite

About The Position

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.

Requirements

Bachelor’s degree (B.A.) from four-year college or university, or equivalent
Prize accuracy, clarity, and attention to detail
Excellent organizational habits
Display personal integrity
Demonstrate a desire to earn the trust and respect of being an excellent team member
Demonstrate an open and approachable manner when interacting with LBC patrons, donors, and members of the community
Demonstrate ability to be tactful and diplomatic in dealing with confidential matters
Demonstrate ability to communicate in a respectful way in difficult situations
Contribute to a supportive team, mentorship, and friendship in service of the LBC’s mission and impact in the community
Capacity to manage multiple projects with competing deadlines in a fast-paced, deadline-driven, detail-oriented environment
Possession of a collegial style that promotes teamwork, creativity, and open communication

Nice To Haves

three to five years of fundraising experience and/or experience with non-profit boards preferred
demonstrated ability to execute administrative activities.

Responsibilities

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
Continually analyze and assess donor and prospect data to identify and qualify appropriate targets for cultivation of greater support
Liaise with Operations to carry out operational needs for Donor Receptions (e.g. Behind The Scenes), ensuring seamless experiences for LBC members, donors and prospective donors, and partners
Support the department’s events throughout the year, including a major annual fundraiser, significant cultivation and stewardship events, and routine hospitality and stewardship functions
As needed, attend events for the purpose of donor engagement and to ensure the effective fundraising and/or stewardship functionality of events