Executive and Advancement Assistant

Executive and Advancement Assistant

THE ROLE

The Executive and Advancement Assistant reports to the CEO and Director of Advancement. They are responsible for managing the CEO’s calendar and travel, overseeing database management, donor gift entry and recognition, donor research, creating stewardship plans and materials, and managing logistics for Advancement and Community events. This position will organize and lead donor engagement efforts, attend networking events, and collaborate closely with the CEO, Board, and Committees to ensure that fundraising goals are met. 

ESSENTIAL ROLE AND RESPONSIBILITIES

• Managing and coordinating the CEO’s schedule, including organizing meetings, appointments, and travel arrangements
• Screening and prioritizing emails, phone calls, and other communications on behalf of the CEO
• Preparing and editing correspondence, presentations, reports, and other documents for department and Board Meetings
• Conducting research and compiling information for various projects and initiatives
• Liaising with internal and external stakeholders, including Board members, vendors, and other team members
• Handling confidential and sensitive information with discretion and professionalism
• Assisting with event planning, team meetings, and other special projects as needed
• Anticipating the CEO’s needs and proactively taking action to help him stay organized and efficient
• Enter gifts in Raiser’s Edge database, create and send tax letters
• Maintain accurate database and assist with pulling reports
• Conduct prospect research (individual, foundation, and corporate) to identify new funding opportunities and potential donors
• Draft stewardship materials including acknowledgement letters, bimonthly newsletters, thank you notes, and email welcome series 
• Manage logistics and vendors for Foundational Dinner (gala) and stewardship events
• Manage volunteer program including recruitment, training, and oversight
• Cultivate relationships with donors through regular communication and stewardship efforts
• Assist in writing grant proposals, LOIs, and collecting data for applications or reports
• Serve as a contact and representative for external fundraising and networking events to increase brand awareness and connect with key organizations/individuals 

REQUIREMENTS

• Bachelor’s degree required
• 1-2 years of successful non-profit or fundraising experience with knowledge of fundraising principles and practices.
• Excellent written and verbal communication skills, including the ability to craft compelling fundraising proposals, donor correspondence, and persuasive presentations.
• Ability to prioritize, multi-task and follow through with minimal direction 
• Attention to detail, project management skills, and being highly organized a must.
• Outgoing personality with the ability to engage and connect with diverse audiences, including donors, community members, and potential supporters
• Adept at collaborating and building relationships with internal and external stakeholders, including board members, volunteers, staff, and community leaders
• Experience in donor management software including Raiser’s Edge, a plus
• Ability to work some nights and weekends as needed for fundraising and stewardship events

Salary range: $60,000-$70,000
Location: In person

Salary & Benefits

Houston Classical offers a competitive salary, comprehensive health benefits, and retirement benefits. Aside from extensive professional development, all of our staff members are equipped with a laptop computer, email, high speed internet access, and all necessary instructional supplies.

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