Executive Assistant and Administrative Support

Type: Non-Exempt, Full-Time (40 hours per week)

Reports to: Director of Development

Position Summary:

Phone and 2nd Floor receptionist, administrative support to development, data base entry, office administrative duties, administrative duties for CEO.

Responsibilities include, but are not limited to, the following:

Development Duties:

  • Raiser’s Edge database administration, input of batches for gift entry, update of records, reports, acknowledgement letters for all donations, renewal letters for membership, set up queries for mailing lists, solicitor reports, create membership packets.

Executive Assistant Duties:

  • Maintain corporate Board of Directors files
  • Send out board mailers monthly and schedule/coordinate board meetings
  • Attend board meetings and draft minutes
  • Coordinate other Council meetings as requested and manage Council calendar
  • Maintain current Council collateral materials
  • Monthly reconciliations for CEO
  • Set up and organize Outlook contacts
  • Quantitative data spreadsheet distribution
  • Special projects as assigned by CEO
  • Cataloging of library in conference room

Office Administration / Finance:

  • Monitor/maintain common-use office equipment
  • Monitor and order supplies, keep common areas tidy and in a well-stocked manner
  • Back up for Visitor Services desk as needed and one Saturday per month (schedule varies)
  • Answer phones / greet visitors
  • Mail in and out
  • Maintain CEO record storage indexing

Education and Experience:

  • Associate Degree
  • 2 years minimum of experience in a secretarial position; office administration is helpful

Skills and Abilities:

Pleasant personality and professional demeanor and appearance. Excellent secretarial skills required including strong written and oral communication skills. Must be able to handle multiple responsibilities, prioritize effectively and meet deadlines. Ability to produce quality correspondence, edit and proof text and format. Ability to establish and maintain effective working relationships with colleagues. Ability to function as team player. Strong MS system knowledge to include: Word, Excel, PowerPoint, and computer database skills. Raiser’s Edge experience preferred.

Please send cover letter and resume to Mlewis@palmbeachculture.com with the subject line Raiser’s Edge.

Development Associate

Type: Non-Exempt, Full-Time (40 hours per week)

Reports to: Director of Development

Position Summary:

The Development Associate candidate is organized and detail oriented with a professional attitude and an ability to prioritize daily work. Candidate must have excellent verbal and written communication skills.

The Development Associate coordinates fundraising activities of the Cultural Council of Palm Beach County, assists with donor research and proposals, coordinates data management and is responsible for maintaining Raiser’s Edge database. Manages and tracks Annual Fund solicitations and assists with special events. Candidate will maintain good working relationships with donors, board members and prospects. Administers correspondence with individual donors, and provides statistical reports on developmental activities.

Essential Duties and Responsibilities:

  • Quantitative data tracking for development
  • Campaign tracking
  • Coordinate with signage company to update all donor signage on an annual basis
  • Managing the Annual Fund, duties including, but not limited to: appeals, website and email promotion and mailings
  • Website updates on Development pages of website
  • Updates to GuideStar website
  • Produce sponsorship proposals
  • Prepare mailings associated with proposals
  • Research information on donors in preparation for visits, collect and package all backup material for donor visits (directions, giving history). Maintain confidential contact reports regarding visits and other activities with donors
  • Enter all contact reports in Raiser’s Edge
  • Schedule and set-up private donor meetings or lunches
  • Conduct follow up calls
  • Provide excellent customer service
  • Develop, coordinate, and manage the process by which fundraising appointments are scheduled
  • Updates to Raiser’s Edge
  • Enter all Development related gifts in Raiser’s Edge
  • Generate acknowledgement letters for gifts, to be processed within two days of receipt
  • File and save all copies of letters with method of payment attached. Manage office filing system so that it is functional to multiple users
  • Generate miscellaneous letters including but not limited to: congratulatory and memorial. Also, monthly birthday cards sent to all Board members and their spouses
  • Managing all benefits to sponsors
  • Produce invoices for: Board, Muse, Campaign, Annual Fund, misc. events
  • Tracking/entering pledges to include: Board, Campaign, Muse, and Annual Fund
  • Assist with Council events pertaining to Membership and Development, including but not limited to: Cultural Executives Committee (CEC), Muse Awards, and Culture & Cocktails
  • Assist with emails and reminder phone calls to ensure successful events and meetings
  • Assist with planning fundraising events for artist’s services to include, but not limited to, creation of concept, budget, RSVP’s and sponsors
  • Reconcile gifts with Bookkeeper
  • Provide back-up to Administrative Assistant in the Lobby and answer incoming calls
  • Record and collect donation box income at the end of every month
  • Expand knowledge through fundraising books and webinars
  • Additional duties as assigned

Education and Experience:

  • Bachelor’s Degree
  • 2 years minimum of development experience in a nonprofit or academic setting

Skills and Abilities:

  • Positive and professional attitude
  • Detail oriented with ability to remain organized and present work concisely and effectively
  • Strong verbal and written communication skills
  • Ability to meet deadlines and complete projects in a timely manner
  • Excellent computer skills, including proficiency with Microsoft Excel, Word, PowerPoint, Adobe Photoshop and Raiser’s Edge database software programs
  • Excellent interpersonal skills with experience dealing with individual donors and institutional funders (corporations and foundations)

Please send cover letter and resume to Mlewis@palmbeachculture.com with the subject line Raiser’s Edge.

Marketing Intern

Organization Overview

The Cultural Council of Palm Beach County is a private, non-profit, membership-based corporation. As the official agency for cultural destination marketing in The Palm Beaches, the Council leads the way in nurturing, promoting and celebrating the artistic and cultural community in Florida’s Cultural Capital. In this leadership role, the Council administers a portion of local tourist development funds under contract with Palm Beach County government. Additionally the Council has exciting special events and programs including artist and musician services, art education, and grant programs. Click here to learn more.

Internship Program Overview

This paid part-time internship is designed to give currently enrolled college students or recent graduates the opportunity to work within a professional marketing team to gain real-world experience. Candidates must have superior communication skills and the ability to work effectively within a team. The environment is fast-paced and requires someone who can multi-task and meet deadlines while maintaining high quality standards.

Work period: Three months (option for extension at completion of work period)
Schedule: 2-3 days per week, 8:30 a.m. to 5 p.m.
Location: Cultural Council of Palm Beach County, Lake Worth, FL (no relocation)
Compensation: Up to $600/month

Skills:

  • Ability to work well within a team
  • Writing
  • Superior communication skills and phone etiquette
  • Proficiency in social media platforms including Facebook, Twitter, Instagram and Google+ (Knowledge of SproutSocial is a plus)
  • Proficiency in Microsoft programs including Word, Excel and Powerpoint
  • Experience with Adobe software (InDesign & Photoshop, photography and video editing is a plus)

Responsibilities:

  • Assisting with daily marketing duties
  • Event planning
  • Producing and distributing collateral materials
  • Meeting and presentation coordination
  • Submitting calendar listings
  • Assisting with monthly media invoicing process
  • Taking a proactive role in planning and monitoring social media posts, and engaging /building new audiences.

Please submit to aallen@palmbeachculture.com:

  • Resume and cover letter
  • Writing sample
  • Sample of work with social media (i.e. social media plan, campaign, contest, etc.)

Public Relations Intern

Organization Overview

The Cultural Council of Palm Beach County is a private, non-profit, membership-based corporation. As the official agency for cultural destination marketing in The Palm Beaches, the Council leads the way in nurturing, promoting and celebrating the artistic and cultural community in Florida’s Cultural Capital. In this leadership role, the Council administers a portion of local tourist development funds under contract with Palm Beach County government. Additionally the Council has exciting special events and programs including artist and musician services, art education, and grant programs. Click here to learn more.

Internship Program Overview

This paid part-time internship is designed to give currently enrolled college students or recent graduates the opportunity to gain real-world experience in public relations. Candidates must have superior communication skills and the ability to work effectively within a team. The environment is fast-paced and requires someone who can multi-task and meet deadlines while maintaining high quality standards.

Work period: Three months (option for extension at completion of work period)
Schedule: 2-3 days per week, 8:30 a.m. to 5 p.m.
Location: Cultural Council of Palm Beach County, Lake Worth, FL (no relocation)
Compensation: Up to $600/month

Skills:

  • Ability to work well within a team
  • Writing
  • Superior communication skills and phone etiquette
  • Proficiency in Microsoft programs including Outlook, Word, Excel, Paint (photo editing) and PowerPoint
  • Flexibility to perform a wide range of tasks in a fast-paced environment
  • Ability to learn new technology tools including press clipping and Web monitoring programs (Cision, PR Newswire, Google Alerts, Talkwalker)
  • A meticulous eye for design and layout for press clippings and presentations

Responsibilities:

  • Assisting with daily public relations duties
  • Event planning
  • Daily uploading, organizing, monitoring, clipping, paste-up, copying and scanning press clips
  • Meeting and presentation coordination
  • Researching, creating and updating media lists
  • Writing press releases and following up with media

Please submit to aallen@palmbeachculture.com:

  • Resume and cover letter
  • Writing sample


 

Volunteers

The Cultural Council of Palm Beach County is looking for volunteers to assist 4-6 hours per week greeting guests in the lobby, monitoring the gallery and gift shop and some light administrative work. Ideally, the volunteer can make a commitment to work the same afternoon each week and has some prior “customer service” experience. Please contact Kathleen Alex at kalex@palmbeachculture.com.

More Opportunities

Visit the classifieds section of our events calendar for more job listings from throughout Palm Beach County, along with auditions, calls to artists and workshops.