MECHANICS HALL – Executive and Development Assistant – 20 hours per week
Be a part of history in the making! Completed in 1857, Mechanics Hall is a cultural cornerstone of Central MA. The role of our staff is to ensure Mechanics Hall remains a world-class facility that welcomes performers from around the world and around the neighborhood as well as the richly diverse Central MA community. Mechanics Hall hosts 250+ events annually. Events range from world-class concert performances to small business meetings. Mechanics Hall is expert at hosting public and private events including concerts, galas, recording sessions, business functions, children’s theater, graduations and proms, awards events and small conferences. Our staff is lean and highly effective in supporting our rental clients and our own outreach activities. We are looking for a team member who will love the Hall as we do and who will take pride in the role of supporting this historically important and dynamic facility.
The Executive and Development Assistant (EDA) works with and supports the Executive Director (ED).
The Executive and Development Assistant will have a complete understanding of the Mechanics Hall mission and have the ability to work well with the Executive Director. The EDA will be pro-active, a self-starter and problem-solver. A positive attitude is as critically important as confidentiality. The EDA must be able to engage and relate well to a widely diverse community of trustees, clients, patrons, and donors, business leaders and government officials as well as the general public. The EDA will have a keen eye for details and will be an excellent proof-reader. The EDA must work well independently and yet be a willing and supportive member of the Mechanics Hall team. The EDA will be expected to conduct complex tasks such as report preparation and analytical research in addition to routine clerical and administrative duties. The EDA will effectively maintain the Executive Director’s schedule, files, and communications to ensure the executive office operates efficiently. The EDA will become familiar with the overall operation of Mechanics Hall and effectively respond to inquiries or suitably refer inquires to appropriate staff.
- Maintain and monitor Executive Director’s Schedule of Activities and Appointments.
- Facilitate Executive Director’s meetings including locations, technology needs, refreshments, or other requirements.
- Maintain trustee records and committee schedules.
- Notify trustees of meetings and track attendance.
- Maintain and distribute trustee and committee files and meeting minutes.
- Prepare and distribute agendas and hand-outs.
- Support the trustees and attend meetings as needed
- Manage trustee and committee meeting set-ups and catering.
- Assist the ED with Membership & Development Activities.
- Maintain Abila donor management database: enter data, generate reports, and research queries.
- Assist in researching, defining, and cultivating potential donors.
- Assist in preparing grant proposals and funder reports.
- Support stewardship activities.
- Generate donor correspondence and prepare for mailing.
- Maintain donor paper and electronic files.
- Support the ED’s donor development outreach including scheduling visits and supporting presentation and proposal development.
- Schedule and Support Employee Communications.
- Assist with preparing employee meetings and preparing and distributing employee communications.
- Provide back-up for Visitor Services.
- Answer telephones, greet and direct visitors, vendors and deliveries.
- Prepare event and directional signage.
- Provide customer services as needed.
- Process ticket sales; become proficient with Eventbrite Ticketing software.
- Become proficient with EventPro software and any other software employed to assist with fundraising, ticket sales, and event management.
- Maintain contact lists, including school contacts, event invitation and attendee lists, lists of business partners, musicians, foundations, etc.
- Manage Archive Project.
- Ensure that the vast collection of photos, news clippings, and other memorabilia are digitally or otherwise archived.
- Provide project assistance, office and event operations support as needed for the ED and others.
- 3-5 years’ experience in administrative support; non-profit experience including development support preferred.
- Proficient in Microsoft Office suite of applications including Word, Publisher, Excel.
- Experience with Outlook, Gmail, Dropbox
- 1-2 years’ database experience highly desirable.
- Exceptional written and verbal communication skills.
- Intuitive and personable customer service skills.
- Excellent organizational skills including fine attention to details, the ability to prioritize and execute projects to completion within deadlines and while managing multiple tasks.
- Professional demeanor.
- Desire to learn new skills and concepts.
- Sense of humor highly recommended.
The Executive and Development Assistant position is 20 hours weekly with no benefits. The standard work schedule is Monday through Friday. Scheduled work hours can be somewhat flexible and the employee must be willing to work additional hours when needed. Work may include evening or weekend hours.
Who We Are:
Mechanics Hall is a 501c3 not-for-profit organization owned and operated by the Worcester County Mechanics Association. Our mission is to serve the community by offering the Hall for events that enrich, inspire, and enlighten. It is a National Historic Landmark building and has served the Worcester community since 1857.
At Mechanics Hall, we value diversity and are looking for extraordinary employees of all backgrounds! Mechanics Hall is an equal-opportunity employer. All aspects of employment including the decision to hire, promote, discipline, or discharge, are based on merit, competence, performance, and business needs. In addition to federal law requirements, Mechanics Hall complies with all applicable state and local laws governing nondiscrimination.
How to Apply:
Send a cover letter and resume to email@example.com