Development and Board Relations Assistant

End Date
Jun 30, 2021

 

The Development and Board Relations Assistant is a full-time position, reporting to the Director of Development and collaborating with the Office of the President to provide information, support, and services to advance the fundraising mission of the Harris Theater for Music and Dance.

Primary responsibilities include maintaining scheduling and excellent communication with the Board of Trustees, generating donor acknowledgement letters, and providing high-level stewardship to the Theater’s board and donors. Successful candidates will work well both independently and as part of a team and possess excellent time management skills, customer service skills, and a thorough attention to detail.

DUTIES AND RESPONSIBILITIES

40% | Board Relations:
• Serve as the main staff point of contact for the Harris Theater Board of Trustees, providing exemplary customer service over phone and email in response to board member requests, including ticket orders and scheduling needs
• Support Chairman and committee chairs in meeting date and setup management; includes drafting agendas, reminder communication, accepting RSVPs, and follow-up items
• Maintain and update information for current and prospective Trustees
• Organize/arrange full board meeting materials; includes the composition and dissemination of appropriate meeting minutes, department reports, agendas, and supporting presentations
• Proactively maintain all board-related files including member biographies, contact lists, committee rosters, meeting files, program book listings, resolutions, and bylaws
• Administer invoicing annual board dues, conflict of interest forms, and other clerical board items.
• Communicate board news and updates to the full staff
• Lead setup and breakdown for board and committee meetings; includes distribution of materials, internal schedule confirmation, location reservation coordination, seating assignments, and room setup and cleanup

30% | Donation Processing and Acknowledgements:
• Ensure accurate and timely processing of all gifts, pledges, and pledge payments in Tessitura and with Finance department
• Prepare and send tax receipts and high-level donor acknowledgement letters for all contributions.
• Maintain internal electronic files of gift information and donor correspondence
• Prepare individual pledge commitment forms and payment reminders according to donor schedules.
• Compile/distribute weekly internal development report to appropriate staff
• Craft/update donor acknowledgement templates across multiple giving channels

20% | Donor Records Management:
• Maintain donor constituent records in Tessitura, identifying and recommending procedures and solutions for data accuracy, integrity, and efficient use of database
• Produce and proof all performance program book donor listings
• Fulfill internal and external requests for donor lists and contribution data

10% | Department Support and Special Projects:
• Assist with special events in operational roles, with a special focus in donor relations with Trustees.
• Provide general administrative support to Director of Development and Office of the President; includes printing/preparing meeting materials, responding to phone inquiries, composing and proofreading correspondence, assisting with credit card charges tracking and invoice processing, and ordering supplies
• Assist with mailings to donors, including solicitations, proposals, reports, and audit letters

EXPECTATIONS AND EXPERIENCE

As a member of the Theater team, the Development and Board Relations Assistant is expected to:
• Uphold the Harris Theater’s mission to be a home for music and dance, and embody organizational core values of artistic integrity, collaboration, belonging, and respect
• Attend performances/events as require and share staffing responsibilities with the team for the welcome table, event logistics, and other areas as assigned
• Participate in regular team meetings, share ideas, and communicate openly with peers and supervisor about questions, challenges, and successes
• Maintain professional conduct and represent the Theater positively in all interactions with artists, partner organizations, donors, and patrons

The ideal candidate will have:
• Experience or demonstrated interest in arts administration, volunteer management, fundraising, or a related field
• Strong communication and organizational skills and a willingness to collaborate with colleagues
• The ability to prioritize, manage multiple projects simultaneously, and maintain focus in a fast-paced, open office environment
• Experience with Microsoft Office suite; familiarity with Tessitura or other CRM software is helpful

SALARY RANGE AND INSTRUCTIONS TO APPLY

The salary range for this position is $31,000 - $37,000 per year plus benefits package. Please submit a cover letter and resume to support@harristheaterchicago.org. No phone calls please.