Position: Development Assistant
Category: Full-Time, Regular Employee
Type: Salaried, Non-exempt
Reports to: Director of Development
Work Schedule: Mon – Fri, 9 a.m. – 5 p.m.; some evening and weekend hours required.
Salary: $40,000, plus benefits
Organization:
Literary Arts is a nonprofit literary organization based in Portland, OR. Our mission is to engage readers, support writers, and ensure the next generation with great literature.
Our programs create opportunities for readers and writers of all ages and walks of life to engage with stories. We provide programs in concert halls, classrooms, our community space, and on the radio. Literary Arts is committed to remaining a dynamic and responsive organization that will continue to evolve with our community’s needs and deepen our equity work across all our programs.
The Position:
The Development Assistant (DA) provides direct support to the Director of Development and works closely with the development and marketing team and other administrative staff. The DA’s essential duties include direct administrative support to the Director of Development, who oversees the development team and the organization’s fundraising. The DA is directly responsible for donor database maintenance and reporting, event and meeting logistics, and general administrative duties. The DA will also act as support at high profile organizational events.
The Development Assistant actively participates in ongoing efforts to further an organizational culture that supports and reinforces the equity, diversity, and inclusion goals of Literary Arts.
Essential Duties and Responsibilities:
Administrative
- Manage and prioritize scheduling and the calendar for the Director of Development, including internal and external meetings, and appointments for professional matters.
- Assist in all fundraising matters including but not limited to: sponsorships, solicitations, and grants.
- General Office Support
Communications
- Meet weekly with the Director of Development to discuss workload, tasks, and debrief following events and meetings.
- Prepare documents, presentations, and key messaging materials for the Director of Development.
- Write/draft routine correspondence and prepare reports as directed by the Director of Development.
Meeting and Event Planning
- For board, council, and donor events and meetings, provide logistical support at the direction of the Director of Development.
- Draft and send out agendas, follow up on invitations, and track RSVPs.
- Secure venues and order and transport food, drinks, and supplies.
- Set up and arrange food and refreshments for in-office meetings.
- Ensure that all logistical arrangements and staffing needs are met, including materials and equipment; manage load-in/load-out and set-up/tear-down tasks.
- Ensure that all related information and materials are sent out in advance and/or are available at events or meetings.
- Keep minutes during council meetings and other meetings as directed.
Skills and Competencies:
This is an entry level position. We will consider any combination of relevant work experience, volunteering, education, and transferable skills as qualifying.
- Strong written communication skills, including proofing and editing.
- Ability to effectively converse with diverse groups of patrons and the general public and help create a welcoming environment for people of all backgrounds.
- Database entry, reconciliation, and reporting.
- Ability to work accurately with numbers.
- Working knowledge and competency with standard office technology and applications.
- Working knowledge of project planning and tracking.
Qualities:
- Desire to communicate and collaborate with your team and cross-departmentally.
- Excitement to work in an environment that acknowledges, encourages, and celebrates differences.
- Impeccable attention to detail.
- Good sense of humor.
- Commitment to the mission of Literary Arts.
Experience:
Literary Arts acknowledges and celebrates all of types of learning: academic, career, and on-the-job training, as well as volunteer and military service. Literary Arts’ goal is to hire and retain individuals who have demonstrated success performing the essential duties of the position and/or who possess the qualities to learn new skills quickly.
Experience working with people from diverse racial, ethnic, and socioeconomic backgrounds is strongly recommended for this role.
Job Conditions:
Office Layout is open-concept, with three common spaces used for meetings, events, and workshops. Approximately 65% of the workday is spent at an unshared computer workstation; 15% in meetings; 10% at events with patrons, sponsors, and funders, including receptions, board meetings, and an annual gala; and 10% performing tasks around the office. This role frequently requires evening work for events and meetings.
Equipment:
Used: MacBook, copier/printer, postage machine, and other standard office equipment. Literary Arts provides an adjustable office chair; a standing desk can be requested.
Physical Demands: Concentrated periods of computer keyboarding are required throughout the workweek. Extended periods of sitting are also required for meetings. Some lifting of boxes may be requested. Work is performed in a fast-paced and deadline-driven environment with frequent interruptions and reorganizing of priorities.
Application Information:
To apply for this position, please submit a resume and cover letter to: applications@literary-arts.org (please address in your cover letter the importance of diversity and inclusion in the arts.)
After you submit your application materials, you will be invited to participate in a voluntary survey. Literary Arts is committed to DEI initiatives, and data collected from these surveys allows us to measure and show the progress we are making in a concrete way.
Open until filled. First review of applications will be May 26th, 2023.