Mechanics Hall

321 Main Street
Worcester, MA 01608

Date Posted:
August 16, 2019

Central Massachusetts



Executive and Development Assistant


The 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.

Specific Responsibilities:

· Maintain and monitor Executive Director’s Schedule of Activities and Appointments.

· Facilitate Executive Director’s meetings including locations, technology needs, refreshments, or other requirements.

· Maintain trustee records and committee schedules.

o Notify trustees of meetings and track attendance.

o Maintain and distribute trustee and committee files and meeting minutes.

o Prepare and distribute agendas and hand-outs.

o Support the trustees and attend meetings as needed

o Manage trustee and committee meeting set-ups and catering.

· Assist the ED with Membership & Development Activities.

o Maintain Abila donor management database: enter data, generate reports, and research queries.

o Assist in researching, defining, and cultivating potential donors.

o Assist in preparing grant proposals and funder reports.

o Support stewardship activities.

o Generate donor correspondence and prepare for mailing.

o Maintain donor paper and electronic files.

o Support the ED’s donor development outreach including scheduling visits and supporting presentation and proposal development.

· Schedule and Support Employee Communications.

o Assist with preparing employee meetings and preparing and distributing employee communications.

· Provide back-up for Visitor Services.

o Answer telephones, greet and direct visitors, vendors and deliveries.

o Prepare event and directional signage.

o Provide customer services as needed.

o Process ticket sales; become proficient with Eventbrite Ticketing software.

· Become proficient 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.

· Manage Archive Project.

o Ensure that the vast collection of photos, news clippings, and other memorabilia are digitally or otherwise archived.

· Provide project assistance, office and event operations support as needed for the ED and others.


The 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.


· 3-5 years’ experience in administrative support; non-profit experience including development support preferred.

· Proficient in Microsoft Office suite of applications including Word, Publisher, Excel.

· Experience with Outlook, Gmail, Dropbox

· 1-2 years’ database experience highly desirable.

· Exceptional written and verbal communication skills.

· Intuitive and personable customer service skills.

· Excellent organizational skills including fine attention to details, the ability to prioritize and execute projects to completion within deadlines and while managing multiple tasks.

· Professional demeanor.

· Desire to learn new skills and concepts.

· Sense of humor highly recommended.

How To Apply:

Send a cover letter and resume to 

Apply by:
September 06, 2019
$18 to $20 per hour depending on experience and qualifications
About this Organization:
Mechanics Hall is an historic, multi-functional performance hall in the heart of downtown Worcester. Known worldwide among the great concert halls, it is a cultural cornerstone in Central MA beloved by the community.