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Job

fullTime
Theater ,
submitted by
Steppenwolftheatre

Development Assistant and Board Liaison

The Development Assistant and Board Liaison provides operational support to the Development Department by managing the workflow of the Development Director and coordinating all activities of the Theatre’s Board of Trustees. This role works with theatre leadership across departments and interfaces with the Theatre’s key stakeholders and Board of Trustees.

Responsibilities:

Serve as the Executive Assistant to the Director of Development with responsibilities including, but not limited to:

  • Scheduling (including solicitation meetings, prospect meetings and board-related activities)
  • Coordinating all elements of on-site Development-led meetings
  • Managing calendar and workflow for the Development Director
  • Provide clerical support for Board/Major Gift solicitations and specialized entertaining opportunities
  • Complete Director of Development prospecting and call sheets and track in Tessitura
  • Serve as proofreader for Development materials (proposals, reports, letters, brochures, emails, invitations, etc.) and institutional writing support as needed
  • Oversee expenses for the Development Department, including the approval of invoices, expense reports and petty cash
  • Manage Development staff time off tracking report

Serve as the staff liaison to the Board of Trustees, with responsibilities including, but not limited to:

  • Serve as the point of contact for Trustees regarding performance tickets, general Steppenwolf questions and questions about their philanthropy
  • Coordinate Board Subscription Renewals (March-August)
  • Track giving plans and upload solicitation materials into Tessitura
  • Manage the fulfillment of all sponsorship benefits (e.g., recognition, backstage toasts, complimentary tickets, etc.)
  • Support customized annual stewardship plans for every trustee
  • Maintain a chart detailing board giving for the fiscal year
  • Complete gift and pledge forms and draft acknowledgement letters
  • Manage creation/execution/deployment of event solicitation letters/invitations to Trustees
  • Create and update Trustee event plans and attendance tracking in Tessitura
  • Compose board newsletters and special correspondence about meetings and news
  • Maintain complete and accurate Tessitura record for trustees
  • Maintain up-to-date board contact information for current and retired trustees and non-trustee committee members; and coordinate annual update of contact information and bios; circulate Board Directory quarterly
  • Manage mailings and general Board-related correspondence; maintain updated letterhead stock
  • Create annual report for each trustee detailing attendance at board meetings, committee participation and giving summary

Board/Committee meetings

  • Manage the operational functions of all board committees
  • Create and maintain calendar of board and executive committee meetings
  • Coordinate Executive, Board, Board Development, and Development Committee meetings
  • Create advance information packets for board meetings, including compiling and distributing minutes from Executive, Board, Development and Board Development Committee meetings
  • Track attendance and record in Tessitura for annual Board Activity Report
  • Coordinate invitations to staff and ensemble members to attend board meetings
  • Draft Executive, Board, Development and Board Development Committee meeting minutes

Board Elections and Inception

  • Maintain status of board member, officer terms and committee assignments in Tessitura and Outlook groups
  • Coordinate board election/re-election notices and ballots, and track election responses
  • Coordinate the orientation of new trustees, including board and ensemble buddies, subscription, orientation meeting, committee assignment and first solicitation
  • Research backgrounds on prospective board candidates and archive in Tessitura
  • Prepare correspondence, handbooks, and information packets for board candidates
  • Prepare correspondence and mementos for retiring trustees and update Tessitura

Desired Qualifications:

  • Excellent IT/ database skills (Tessitura or other fundraising database experience a plus)
  • Strong writing and editing skills
  • Strong attention to detail
  • Strong interpersonal skills and the ability to build rapport with key stakeholders and executives
  • High degree of initiative and confidence to meet deadlines and manage multiple projects
  • Ability to attend evening and weekend events
  • Steppenwolf gives preference to candidates who have demonstrable experience advocating for inclusion, diversity, equity, and access (IDEA)
Job Type: Permanent
Location: Chicago