Major Gifts and Executive Associate

About the role

This newly-created position supports the Wilma Theater’s goals to increase funding from major individual donors. Key activities include research, planning, data entry, scheduling, event planning and execution. The successful candidate will be highly organized, detail-oriented, proactive and able to communicate warmly and efficiently both in person and in writing. Comfort with phone and email and the ability to perform many different activities at a fast yet accurate pace are essential. We are looking for a generalist who has worked with Microsoft Office software in office settings and is potentially interested in a career in development.

Responsibilities

• For Major Gifts (60% time)
  • Identify major-gift prospects using Tessitura (CRM) and iWave; assist with identification through board members and other senior donor contacts, as assigned by the Development Director.
  • Research prospects and create profiles using iWave, online tools, and social media; create donor profiles with photos and update regularly.
  • Record cultivation and stewardship plans and update status for all major donors/prospects.
  • Prepare proposals for donor meetings with guidance from the Development Director.
  • Track and report progress toward fundraising goals.
  • Plan and execute donor-cultivation events; assist with all development events.
  • Maintain accurate and detailed records of donor interactions in the CRM.
  • Support all development fundraising and stewardship/cultivation events, including planning, invitations, follow-up, set-up, and tear-down.
• For Managing Director (40% time)
  • Coordinate and manage the Managing Director’s calendar: schedule meetings and calls, draft correspondence, and ensure timely handling of requests.
  • Ensure the MD has all materials for meetings, including notes, research, constituent giving histories, and profiles.
  • Ensure all meeting follow-up is performed, including follow-ups and recording notes in Tessitura.
  • Support board management: meeting scheduling, preparation, and management; organization and distribution of materials (including minutes); maintenance of contact sheets and other work materials.
  • Assist with maintenance of the board portal and online files.
  • Work with the Development Director and Managing Director to manage the process for vetting, onboarding, and offboarding board members.
• Department Administration
  • Manage and track the development budget: assign expenditures, process paperwork, reconcile credit-card bills, and prepare check requests.
  • Assist with creating presentation materials and graphics consistent with the Wilma’s brand guidelines.
  • Assist with proofreading letters, proposals, invitations, and other materials generated by the Development Department.
  • Assist with organizational surveys and external requests for information (e.g., SMU Data Arts).
  • Perform other duties as needed/assigned.

Schedule

Administrative office hours are Monday through Friday, 10:00 am to 6:00 pm, unless otherwise established by your supervisor or the Managing Director. Occasional work outside normal business hours may be required.

Pay

$50,000 per year, exempt.

Benefits

• 85% employer contribution toward group health plan (including vision and dental)
• Life insurance
• Generous paid time off and paid holidays
• 403(b) retirement plan
• Complimentary tickets to Wilma productions
• Free and low-cost workshops and networking events in the arts and business community
• Discount at the DoubleTree Hotel parking garage
• Discount at the Good Karma Café