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Donor Relations Assistant

Company: Crystal Bridges Museum of American Art
Date Posted: October 30, 2017


Position Title:                 Donor Relations Assistant

Position Type:                 Full Time      

FLSA Classification:         Non-Exempt

Division:                          Advancement         

Department:                    Development

Reports to:                      Donor Relations Manager

Position Summary

Under the supervision of the Donor Relations Manager, the Donor Relations Assistant will support the operation of the patron travel program, donor events, and custom museum experiences for high level guests.  The assistant will work with the Donor Relations Manager to provide support to the development team with stewardship and benefit fulfillment. The Donor Relations Assistant will be a consistent point of contact for donors, sponsors, vendors, high-level guests and internal departments for travel information, guest itineraries, benefit fulfillment and event planning.  No travel is required.


Principle Responsibilities (Essential Functions)

  • Assist Donor Relations Manager in designing travel schedules, researching and coordinating venues and transportation, and creating and disseminating travel content and information internally and externally.
  • Schedule and manage the calendar of events for patron trips and donor events (i.e. Director’s Receptions, Donor/Sponsor Luncheons and VIP events.)
  • Prepare and manage itineraries for high-level guests of the museum, including communication with the guest or guest representatives and internal staff to fulfill itinerary expectations.
  • Organize mailings and communication to donors and sponsors regarding special events, upcoming opportunities and benefit fulfillment.
  • Create supplementary documents as needed (i.e. biographies, maps, surveys, etc.) for the travel program and other special events.
  • Collaborate with Creative Services to develop printed materials and promotions in a timely, creative and strategic manner.
  • Work closely with Development to assist in the stewardship process for sponsors and donors.
  • Assist in managing travel budgets and departmental expense reports.
  • Participate in special projects and other duties as assigned.

Minimum Qualifications

 Education and Training:

  • In regard to education and experience, an equivalent combination of relevant education and/or experience will satisfy the minimum requirements.
  • Experience in project management.
  • Excellent communication, organizational and interpersonal skills.
  • Ability to understand and maintain the highest levels of confidentiality and discretion.
  • Belief in the Museum as a cause for social good and a positive, dynamic force for economic development.

 Work Experience:

  • Work experience in at least two of the following areas: project management, administrative support, development, communications, marketing, customer service.

 Skills and Abilities:

  • Excellent written, verbal and presentation skills.
  • Adept at prioritizing and organizing multiple projects and managing deadlines in a fast-paced environment.
  • Strong attention to detail.
  • Proficient in Excel, PowerPoint, Word and Microsoft Outlook.
  • Ability to schedule and coordinate with multiple, complex calendars in Microsoft Outlook.
  • Ability to work proficiently in a complex relationship management database.
  • Able to work independently and effectively as well as in a team environment.
  • Creativity, confidence and the ability to collaborate and succeed in a dynamic multi-faceted organization.
  • Understand and maintain highest ethical standards related to organizational responsibilities and public accountability.
  • Ability to work evenings and weekends depending on the needs of the position.


Licenses and Certifications:

  • Valid driver’s license


Physical Demands and Work Environment:

The physical demands and work environment characteristics described here are representative of those that must be met by an employee to successfully perform the essential functions of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

  • Physical demands:  In the work environments described below, Position requires working at desk/workstation and utilizing a computer and telephone for prolonged periods of time, good eye/hand coordination, verbal and written conversation with others. Vision abilities required by the job include close vision.
  • Work Environment:  Work will be performed in an office environment and in Museum spaces as necessary. The noise level in the work environment is usually low to moderate.