Executive and Development Assistant (EDA) works 20 hours per week. The EDA works with and supports the Executive
Director (ED). The Executive
and Development Assistant will have a complete understanding of the Mechanics
Hall mission and have the ability to work well with the Executive Director. The EDA will be pro-active, a self-starter and
problem-solver. A positive attitude is as critically important as
confidentiality. The EDA must be able to engage and relate well to a widely
diverse community of trustees, clients, patrons, and donors, business leaders
and government officials as well as the general public. The EDA will have a
keen eye for details and will be an excellent proof-reader. The EDA must work
well independently and yet be a willing and supportive member of the Mechanics
Hall team. The EDA will be expected to conduct
complex tasks such as report preparation and analytical research in addition to
routine clerical and administrative duties. The EDA will effectively maintain
the Executive Director’s schedule, files, and communications to ensure the executive
office operates efficiently. The EDA will become familiar with the overall
operation of Mechanics Hall and effectively respond to inquiries or suitably
refer inquires to appropriate staff.
monitor Executive Director’s Schedule of Activities and Appointments.
Executive Director’s meetings including locations, technology needs,
refreshments, or other requirements.
records and committee schedules.
of meetings and track attendance.
distribute trustee and committee files and meeting minutes.
distribute agendas and hand-outs.
trustees and attend meetings as needed
and committee meeting set-ups and catering.
Assist the ED with
Membership & Development Activities.
donor management database: enter data, generate reports, and research queries.
researching, defining, and cultivating potential donors.
preparing grant proposals and funder reports.
correspondence and prepare for mailing.
Maintain donor paper
and electronic files.
Support the ED’s
donor development outreach including scheduling visits and supporting presentation
and proposal development.
Support Employee Communications.
preparing employee meetings and preparing and distributing employee communications.
for Visitor Services.
telephones, greet and direct visitors, vendors and deliveries.
Prepare event and
services as needed.
sales; become proficient with Eventbrite Ticketing software.
with EventPro software and any other software employed to assist with
fundraising, ticket sales, and event management.
Maintain contact lists,
including school contacts, event invitation and attendee lists, lists of business
partners, musicians, foundations, etc.
Ensure that the
vast collection of photos, news clippings, and other memorabilia are digitally
or otherwise archived.
assistance, office and event operations support as needed for the ED and
Executive and Development Assistant position is 20 hours weekly with no
benefits. The standard work schedule is Monday through Friday. Scheduled work
hours can be somewhat flexible and the employee must be willing to work
additional hours when needed. Work may include evening or weekend hours.
experience in administrative support; non-profit experience including
development support preferred.
Microsoft Office suite of applications including Word, Publisher, Excel.
Outlook, Gmail, Dropbox
database experience highly desirable.
written and verbal communication skills.
personable customer service skills.
organizational skills including fine attention to details, the ability to
prioritize and execute projects to completion within deadlines and while
managing multiple tasks.
Desire to learn
new skills and concepts.
Sense of humor