Executive Assistant to CDO

Straz Center for the Performing Arts•Tampa, FL

1d•Onsite

About The Position

The Executive Assistant to the Chief Development Officer (CDO) provides essential administrative support and organizational coordination to the CDO and gift officers, playing a crucial role in achieving the fundraising goals and mission of the Straz Center. This position involves comprehensive support including calendar management, budget oversight, coordination of governance activities, and database interface. The role requires interaction with a diverse range of internal and external stakeholders, such as donors, board members, staff, and volunteers. The ideal candidate will possess the ability to anticipate needs, think critically, and deliver exceptional service with a high degree of professionalism and discernment. Located in downtown Tampa, the Straz Center fosters a team-based work environment dedicated to community impact.

Requirements

Proficient in MS 365 and able to quickly learn database systems; highly organized with strong attention to detail and accurate recordkeeping.
Excellent written and verbal communication skills with the ability to handle confidential and sensitive information with discretion, diplomacy, and tact.
Ability to work independently and collaboratively in a fast-paced, changing environment while seamlessly managing high-level responsibilities and day-to-day needs.
Must be able to shift seamlessly between high level tasks and ground floor needs (communicating with board members and donors to picking up food for meetings).
Demonstrated success maintaining accurate records and attention to detail.
College degree preferred. Equivalent experience may be substituted.
Prior experience working in supporting role that required high degree of professionalism; independence and working with a database.
Five years of administrative experience involving contact with the public.

Nice To Haves

Enthusiastic commitment to the arts a plus.
Development experience or work with a non-profit organization preferred.

Responsibilities

Supports the Chief Development Officer (CDO) and Development leadership with calendar management, meeting coordination, board and committee preparations, correspondence, reports, and administrative support.
Aids gift officers with calendaring and related administrative tasks.
Coordinates logistics and materials for Board of Trustees and committee meetings, maintains committee records and charters, supports governance activities, and ensures documentation is accurate, approved, and properly archived.
Serves as a primary contact for donors, prospects, board members, visitors, and general Development inquiries, providing exceptional customer service and supporting donor cultivation and stewardship events.
Manages Development financial and administrative operations, including invoices, expenses, budget tracking, monthly reconciliations, corporate purchasing card reporting, office supplies, and mail distribution.
Maintains accurate Development data and records in Salesforce and SharePoint, including Board and public official information, donor records, strategic mailing lists, department resources, and reporting materials.
Coordinates Development team and cross-functional meetings, assists with communications and mailings, and provides additional administrative support to ensure efficient department operation.
Provides backup support for Executive Administration and performs additional administrative duties as assigned.
Participates in department functions and special events while supporting team planning, implementation, and promotional efforts.
Contributes to overall departmental goals by promoting collaboration, cooperation, and effective execution of organizational decisions.