Art Omi is seeking a Development & Executive Assistant to assist in the development and growth of the organization. This is an exciting opportunity for someone interested in being involved in all aspects of an arts non-profit and having the opportunity to make a meaningful difference in the arts.
The Development & Executive Assistant will work closely with the Co-Executive Directors, as well as the Senior Development Manager, supporting them with administrative and development duties, including coordinating calendars and meetings, and assisting with the preparation of all Trustee and Committee meetings. They will also assist the Co-Executive Directors and Grant Writer with the management of grants, including research, preparing proposals, maintaining of development calendars, and accurate tracking, and compiling of development reports.
The applicant needs to be skilled in managing concurrent, ongoing conversations and projects and feel comfortable communicating and coordinating with a large sector of people, in a range of positions. The applicant must have strong writing skills as well as a demonstrated ability to handle sensitive and confidential information with discretion.
The work will take place in the Co-Executive Director’s office and the Benenson Visitors Center with an option for some remote work flexibility.
ESSENTIAL DUTIES:
- Manage email correspondences of Co-Executive Directors, including ensuring appropriate and timely follow-up with VIPs, major donors, and notable guests;
- Keep schedule of meetings, appointments, and calls for Co-Executive Directors;
- Help Co-Executive Directors schedule, prepare for and facilitate Board of Trustee meetings and Trustee Committee meetings, including preparing meeting PDF packets and agendas, and drafting and finalizing meeting minutes;
- Responsible for grant management, including research, preparing proposals, maintaining calendars, accurate tracking, and assisting the Co-Executive Directors with compilation of applications and reports;
- Maintain the organization’s database and track contributed income to ensure it is coded correctly for accounting. Database management includes being able to deliver reports in a clear, accurate format, leveraging the database functions to create and send automated responses and mailings, and using the events module effectively;
- Assist the Senior Development Manager with the planning and implementation of all fundraising and cultivation events, including assisting in securing event sponsorships and donations, and assisting with logistics during the events;
- Ensure all correspondence and letters for individuals, grants, and ticket purchases for events are created and sent in a timely manner;
- Maintaining government compliance for state and federal entities;
Other general tasks include:
-Booking travel arrangements for Residency Programs as needed;
- Managing stipend and travel reimbursement process for residents;
- Scheduling and monitoring of Residency Weekly Wellness Check, Anonymous Reporting Google Form, and Post-Residency Suverys.
A successful candidate will have:
- Organizational and time management skills. The Development & Executive Assistant should be organized, able to multitask, and manage their time effectively to prioritize and complete tasks in a timely manner;
- Ability to collaborate and work effectively with other departments within Art Omi;
- A proactive and observant working style and be willing to take initiative in their work;
- Excellent communication skills and style;
- Ability to take meeting minutes in an effective and confidential manner;
- Experience using Google Workspace;
- Strong analytical skills in tracking and evaluating outreach outcomes;
- Strong writing and interpersonal skills;
- Donor database knowledge and experience, including creating mail merges, appeals, and reports a plus;
- Professional, friendly demeanor and interest in building interpersonal relationships with staff, artists, donors, and prospects;
- Ability to remain flexible and focused in a demanding work environment and to prioritize deadlines and assignments effectively.
Candidates will also demonstrate a commitment to Art Omi’s mission, to working to advance its position within the field, and an ability to advocate effectively for the organization and its goals in professional and social settings.
We encourage you to apply even if you believe you don't meet all of the criteria. We also welcome learning about the strengths and talents you will bring to this role that may not be fully captured in our listing.
Work Environment
What follows is a general description of expectations for the work environment. We are open to making modifications to support people of all abilities whenever feasible.
This position is 40 hours per week, with an opportunity to conduct some work remotely. Work takes place primarily indoors, encompassing typical professional office operations and equipment, with the exception of events, some of which take place outdoors in Art Omi’s Sculpture & Architecture Park. The candidate must be able to work some weekends and evenings onsite spring through autumn to assist and participate in fundraising activities and events. The Benenson Visitors Center is an ADA-accessible building.
Equal Opportunity
Art Omi provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, sex (including gender identity, sexual orientation, and pregnancy), national origin, age (40 or older), disability or genetic information. In addition to federal law requirements, Art Omi complies with applicable state and local laws governing nondiscrimination in employment in every location in which the company has facilities. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training.
Compensation
- 40 hours per week including some weekends, evenings, and key events.
- Salary range: $44,000–$46,000 per year, dependent on experience.
- Benefits include partial health insurance premium reimbursement, paid vacation, and sick leave.
About Us
Art Omi is a not-for-profit arts center in New York’s Hudson Valley with a 120-acre sculpture and architecture park, gallery, residency programs for international architects, artists, dancers, musicians, translators, and writers, and a thriving arts education program serving our local community.
