Job Opening: Admin Assistant
Description
Westaff is hiring an Administrative Assistant in Peabody, MA
Monday – Friday
9am – 5:00pm
Reporting to the Director of Membership & Annual Giving, this role supports solely Membership and Annual Giving initiatives. For Membership, the Coordinator will be responsible for aspects of the database, gift transactions and reporting in the strategic development and execution of Membership and Annual Giving Programs. This role oversees the day to day gift entry, list creation and generation, transactional web pages, membership and annual giving progress reporting, and customer service needs. Under the direction of the Director of Membership and Annual Giving, this role works closely with the Development Operations, Stewardship and Events teams. Serves as the primary support for the museum’s annual leadership giving program, East India Marine Associates.
SPECIFIC RESPONSIBILITIES
- Daily processing and data entry of Membership and Annual Fund gifts, including overseeing the fulfillment of membership materials, and monitoring inventory of program collateral
- Generate Membership, out of Tessitura for solicitations, email communication, renewals, and emails
- Liaise with Guest Services and other staff on Tessitura related membership and ticketing training
- Assist the Development team in preparing for Membership events including list builds and ticket purchase process from start to finish
- Serve as fiscal year end support for the Development Operations team; assisting with reporting and list pulls for all development areas
- Implement annual Direct Mail Program, including letter development, data management and e-solicitations. Serve as primary contact to vendors as needed. Monitor status and progress including analysis and report preparation as required
- Support the giving officer(s) managing the program and daily details including the solicitation and stewardship of current and potential donors, data management, membership fulfillment and acknowledgment
- This includes managing annual donor listings, select stewardship reports and other tasks as needed.
- Field phone and email inquiries and provide utmost customer service and follow u
- Occasional evening and/or weekend work required during special events and member tours
- Other duties as assigned
QUALIFICATIONS
A Bachelor’s degree required, and a background with art and art history preferred.
Experience and Abilities
- Strong attention to detail, excellent organizational and customer service skills required
- Able to multitask while maintaining deadlines
- Solid written and oral communication skills
- Self-starter, able to work independently; collaborative attitude, integrity, team builder and the utmost professionalism are required
- Familiarity with fundraising software, particularly Tessitura, a plus. Interest in and knowledge of online communications and marketing
- Proven problem-solving and planning capabilities. Demonstrated critical thinking and prior marketing experience preferred I
- A passion for converting the world of art, art history and our rich cultural history to diverse audiences
- A mature level of judgment and decision-making in a changing, forward-thinking operating focused environment
- A high degree of patience, attention to detail, good humor and fortitude in managing relationships with various parties, including other departments, and external partners; demonstrate ability to forge mutually-respectful and effective relationships with a diverse group of personalities
- This position interacts with sensitive donor information therefore a high degree of confidentiality is required.