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Executive Assistant to the Director of Development

How You Will Contribute

This individual will provide administrative support to the Director of Development to facilitate all aspects of the Museum’s fundraising programs. They work closely with all Development staff, other Museum staff, Trustees, donors, and volunteers to coordinate information, meetings, events, and processes to maximize philanthropic support and communication.  The successful individual will provide thoughtful and skilled daily support to the Director of Development, helping to manage the competing demands on the Director’s time. The position requires the ability to perform in a high-volume, fast-paced office environment with minimal supervision and the individual must demonstrate confidentiality, discretion, diplomacy, and professional poise. 

Specifically, you will:

  • Provide Director with daily support by ensuring that all projects, works in progress, and relationships with both internal and external constituents receive timely focus.
  • Support constituent relationships on behalf of the Director especially those with members of the Board of Trustees, staff of the Philadelphia Museum of Art, donors, and volunteers; and exercises considerable discretion and confidentiality in all matters.
  • Organize, maintain, and retrieve electronic and paper files of all correspondence, memos, proposals, etc. generated and received by the Director.
  • Answer, screen, and direct calls as appropriate. 
  • Maintain Director’s calendar on paper and electronically, and coordinate meetings, events, and programs for the Director with staff, trustees, constituents, colleagues, and others.
  • Help to respond to internal and external inquiries and prepare and distribute written/electronic correspondence and information.
  • Assist with preparations for Committee and Board meetings.
  • Regularly attend and support development cultivation and stewardship events.
  • Work as requested on special initiatives and projects.
  • Greet and assist guests and visitors with attention and respect, and facilitate their requests and questions.
  • Organize travel and ancillary arrangements for the Director and prepare detailed itineraries when necessary.
  • Receive and maintain RSVPs and invitation information.
  • Use Raiser’s Edge to access donor records/information and enter Director’s actions and proposals.
  • Perform other duties as assigned.

Your diverse background includes:

  • Undergraduate degree or equivalent required.
  • Minimum three years of experience in administrative support position.
  • Excellent writing, verbal skills.
  • Proficiency in all Microsoft Office products, specifically Outlook, Word, Excel and PowerPoint.  Raiser’s Edge experience strongly preferred.
  • Experience in a professional environment demanding thoughtfulness, sophistication and confidentiality with ability to relate well to people from many different backgrounds.
  • Professional demeanor, especially under pressure. Strong attention to detail and ability to work accurately under deadline.
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