Special Assistant, Development

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Full Time Full-Time Employee Newark, NJ, US

Salary: $75,000.00 Annually

The Special Assistant provides high-level administrative support to the Vice President of Development, and contributes to the successful functioning of the NJPAC development department. Additionally, this person will help the Vice President to manage projects that do not neatly fit within the organizational chart or that fall between leadership areas of responsibility. The ideal candidate for this position is a proactive, strategic thinker that is comfortable learning new systems and with strengths in independently identifying and supporting end-user business needs.

To succeed in this role, the ideal candidate must bring maturity, sound judgment, and professionalism, along with the ability to manage multiple projects at once in a fast-paced environment. The Special Assistant must be highly organized, detail-oriented, and able to anticipate project needs while balancing competing priorities. Strong interpersonal skills and a proactive mindset are essential, as is the ability to work independently and meet deadlines.

The individual must be willing to support occasional evening and weekend events, and be comfortable working with a wide range of stakeholders including internal staff, vendors, volunteers, trustees, and donors. The Special Assistant is expected to provide outstanding customer service and be an enthusiastic, solutions-oriented team player.

Administrative

Prepare weekly donor acknowledgement letters and provide quality control to ensure data and language accuracy

Manage on-site donor recognition, including annually updating lobby banners and traffic review of credit lines for annual support and special projects

Lead creation of donor recognition lists for Report to the Community and Lobby Banners, working with marketing and across development teams to pull lists, manage edits, proofread for accuracy and submit a finished product

Serve as project manager for annual mailings of the endowment report, Report to the Community and holiday cards, including list management, mail merging and mailing, including working with outside vendors as needed

Assist with onboarding logistics for new Development team members (workspace setup, system access requests, orientation materials)

Manage monthly VP work records, AMEX and expense reports

Maintain updated marketing collateral for pitch meetings

Maintain up to date press kits

Communicate with marketing team on behalf of VP, including submitting project requests using Wrike project management system

Book the use of NJPAC public spaces in arts management software, as requested

Coordinate special requests for donor tickets, as requested

Manage inventory of NJPAC letterhead and envelopes and submit requests for replenishment

At VP’s direction, lead production of department wide retreats, events and team-building activities

Organize and share annual development events calendar

Support scheduling and light administrative needs for Corporate, Individual, Foundation or Events teams, as capacity allows

Support VP, Development with annual board solicitation mailing and tracking

Gain deep familiarity with universe of NJPAC donors, with specific focus on Board of Directors

Prepare documentation for gift entry and ensure gifts are properly documented

Lead quarterly review and preparation of pledge reminders

Attend regular development task force meetings to take notes and make assignments for follow up

Support maintenance of annual giving dashboards in Salesforce and Tableau, including reconciliation as needed

Salesforce…