Development Assistant | Philharmonic Society of Orange County | Irvine, CA
The Development Assistant is responsible for various functions within the department such as administrative services, as well as assisting in fundraising endeavors. This may include preparing progress reports, preparing and managing mailing lists, assisting with event planning, liaising with consultants, ensuring timely acknowledgement of contributions, and more. Your expertise in supporting development efforts will assist PSOC in strengthening relations with donors, streamlining development processes, encouraging organizational growth, and promoting the organization’s mission and values to external stakeholders. The ideal candidate for this role should possess excellent networking abilities, exceptional communication skills, and time management skills. The Development Assistant should enhance efficiency of administrative functions, sustain organizational growth, secure funding injections, maintain positive relations with donors, and ensure the integrity of development processes.
Gift Entry, Database Maintenance, Gift Receipts and Thank You Letters:
Enter batches of gifts, code gifts accurately, process credit card donations, mark deposits and gift forms.
E-mail weekly and monthly gift reports to Development staff; reconcile with Accounting to ensure accuracy of all gift entries.
Generate, print and mail receipts for all donations.
Generate and mail thank you letters.
Update gift forms accordingly.
Generate pledge payment reminders and send them monthly.
Track constituent data and mailing list. Arrange for artist travel/ground transportation while artists are in Orange County.
Serve as primary backstage staff representative for PSOC during all main stage events,
Track non-verbal pledges and movement plans with the functionality in TESS
Enter Contact Reports into Tessitura (as provided by team member)
Pull lists for committees and create yearly annual fund forms
Update constituent files and mass data as updates and corrections arise according to consortium practices.
Create and use the elevated event functionality in Tessitura to track paid events and partially deductible events
Other duties as assigned and appropriate
Development/Membership Support & Communications:
Maintain electronic filing system for the Development department for donor information, gifts, and printed materials.
Create/update order forms, brochures and handouts as needed and order from print house or print in-house.
Update donor listings for the concert program books prior to going to press.
Design and order sponsorship posters as needed. Arrange for them to be delivered two or three days before a concert and take them to the hall for display before the doors open to box office/hall.
Use Photoshop to create flyers, promotions, invitations, donor event cards, sponsorship signs, development related designs
Track sponsors assigned to concerts
Provide photos and captions for Donor spotlights.
Generate reports as needed by Development Department for multiple purposes.
Track expenses with the development budget tracker and generate check requests
Generate lists of donors and members who are due to renew each month.
Coordinate the correct recipients of letters; mail merge; print and mail renewal letters with gift form and return envelope
Attend monthly meetings. Set out and clean up thank you letter stationary, snacks, and beverages. Take notes for follow up.
Using Wealth Engine, google and other internet tools, conduct research about PSOC donors and prospects to support fund development efforts.
Dig deep, maintain and update backgrounds on donors and prospects
Using internet, social media, conventional media and contacts, create and continually update list of potential corporate sponsors for Philharmonic Society concerts and events, as well as for all Educational programs.
Remain up to date on current corporate and foundation support to other major arts organizations in Orange County. Make recommendations for further research or engagement by senior staff.
Make reservations, schedule appointments and lunches with donors as needed for
President & Artistic Director and VP of Development
Minimum of a Bachelor’s degree with a major in public relations, communications, or similar field
Must be reliable, responsible, trustworthy and capable of multi-tasking with strong people and relationship building skills and experience providing quality customer service while maintaining a professional demeanor.
Excellent verbal and written communications.
Knowledge and proficiency of Microsoft Office;
Knowledge and proficiency of Tessitura software (essential qualification)
Availability to work occasional evenings and weekends for concerts/events during the season.
Ability to handle donor and prospect-related information with discretion and integrity.
Previous experience with sales/customer service, and knowledge of classical music highly considered.
Please submit a cover letter, resume and salary requirements to: HR@philharmonicsociety.org
Please include in the subject line of your email: DA
Please submit materials in Adobe PDF or Microsoft Word format
Contact: Jessica Cho