Job Details

Experienced

Main Location - San Francisco, CA

Full Time

Not Specified

$85,976.00 - $97,904.00 Salary/year

Admin - Clerical

Description

Executive Assistant, Philanthropy

Development Department

Development Admin

Work Status:	Regular Full Time	FLSA Status:	Exempt
Location of Job:	Davies Symphony Hall San Francisco, CA	Salary:	Pay Grade H: $85,976-97,904
Schedule:	Hybrid	Regular Hours:	9 am-5 pm; intermittent evenings and weekends
Reports To:	Chief Philanthropy Officer (“CPO”)	Supervisory:	No

JOB SUMMARY

The Executive Assistant, Philanthropy is responsible for providing professional administrative support to the Chief Philanthropy Officer (“CPO”) to ensure the Development Department operates in an organized, strategic, and efficient manner. The Executive Assistant works with members of management, staff, donors, and trustees to accomplish strategic goals of the San Francisco Symphony. Through maintaining and building strong interpersonal relationships and connections with members of the Development Department and across the organization at large, the Executive Assistant maintains the integrity of a functional network of support that strengthens performance and efficiency of the department.

The Executive Assistant also helps facilitate a responsive and results-driven work environment, helping to achieve optimal results through intentional daily personal involvement and commitment to the team, ensuring efficient logistics coordination, project support, and timely flow of information throughout the department.

ESSENTIAL FUNCTIONS & RESPONSIBILITIES

Provide administrative support to the Chief Philanthropy Officer, including but not limited to:
- Correspondence, including drafting, editing, and distribution
- Record keeping and database updates
- Presentation creating, editing and distribution
- Expense tracking, expense report submission, department expenses and invoices, and general administration
- Meeting coordination, including calendaring, attendee management, correspondence, minute taking, and material distribution for the Board of Trustees Development Committee
- Coordinates and maintains the CPO’s calendar, including but not limited to, activities and meetings with administrative departments, Leadership Team, Board of Governors and Board Committees, donors, partners, and other external constituents.
- Coordinates monthly Development Department meetings and tracks action items and responsibilities; attends other departmental meetings as necessary
- Supports CPO with research, data gathering and analysis, writing, and external communications with Board members, donors, community members, vendors, and partners.
- Assists with cross-departmental projects, board activities, and other special projects.
Oversees Development team projects, including but not limited to team meetings, annual team retreats, onboarding for Development team, and other duties as assigned.
Maintains an organized and functional filing system on Sharepoint, creating and uploading files. Updating donor files, and creation and coordination of project folders, policy files, and shared Development department materials.
Conducts job functions and activities in alignment with the principles of the SFS’s Diversity, Equity, and Inclusion (DEI) work, and supports the organization’s DEI work through participation in working groups and other initiatives as possible.
Other duties as assigned.

WORKING RELATIONSHIPS

The internal and external constituents with whom this position most frequently interacts include:

Chief Philanthropy Officer
Development team
Development directors
Executive Office and Finance department
Board of Governors and Life Governors

Qualifications

MINIMUM QUALIFICATIONS

At least 5 years’ experience directly supporting executives.
Experience working with senior management, board members, musicians, civic and cultural leaders preferred.
Ability to collaborate effectively in a team environment; strong EQ.
Experience in project coordination.
- Excellent writing skills, proofreading, and verbal communication skills; ability to proofread and write with clarity and style.
- Proficiency in Microsoft Office and Teams, donor databases (experience with Tessitura a plus), and project management software (experience with Asana also a plus).
- Strong situational awareness; able to handle confidential and sensitive information with discretion.
Ability to handle multiple tasks and priorities and meet deadlines in a high-volume, fast-paced environment.
Knowledge of fundraising best practices and trends in philanthropy.
Familiarity with and/or passion for orchestral music a plus.

SUPERVISORY RESPONSIBILITIES

None

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