The Assistant to the Director of Development is a member of the Development team which is responsible for fundraising in support of the mission of the Portland Art Museum and Northwest Film Center (“the Museum”).
This person is responsible for complex administrative support for the Director of Development and the Development team, interfacing with important internal and external contacts to manage relationship building activities, optimize internal and external meetings, and support fundraising efforts.
The current COVID-19 crisis has resulted in severe and unprecedented disruptions to revenue generation at the Museum. Currently, the Museum has reopened to visitors and the Institution is running on reduced staffing levels. The task ahead is not easy, but a challenge our staff are taking on with a deep commitment to the mission. The successful incumbent in this role will be willing to enter the situation with energy, flexibility, and a vision to overcome obstacles. This position requires a desire for understanding and adhering to COVID-19 safety protocols set forth by the Museum at all times. The Museum follows guidelines from OHA, OR-OSHA and the CDC.
Equity, Inclusion and Accommodation
The Museum and Film Center strives to be an inclusive institution that facilitates respectful dialogue, debate, and the free exchange of ideas. With a deep commitment to artists – past and present – and freedom of expression, the Museum and Film Center’s collections, programs and staff aspire to reveal the beauty and complexities of the world, and create a deeper understanding of our shared humanity. We are a Museum for all, inviting everyone to connect with art through their own experiences, voices, and personal journeys. We are committed to advancing equity and inclusion by creating a diverse and inclusive workplace. We will continue learning as we work to evolve as an Institution, recognizing that this journey has no end and our commitment must remain. We have an active equity team currently engaged in a journey to examine our internal culture and the work we do through an equity lens. We look forward to having all colleagues join and contribute to this important work. Learn more at https://portlandartmuseum.org/portland-art-museum-announces-equity-statement/.
The Museum and Film Center are equal opportunity employers, committed to a policy of non-discrimination in employment on any basis including age, sex, color, race, creed, national origin, religion, marital status, sexual orientation, gender identity, political belief, disability or any other legally protected status. We are committed to the full inclusion of all qualified individuals. As part of this commitment, will ensure that persons with disabilities are provided reasonable accommodations to participate in the application, interview, and hiring process. Alternative formats of this application are available upon request. If reasonable accommodation or an alternative form of this application are needed to participate in the job application or interview process, to perform essential job functions, and/or to receive other benefits and privileges of employment, please contact Human Resources at email@example.com or 503.276.4358.
The Portland Art Museum is an Equal Opportunity Employer. Black, Indigenous, and People of Color (BIPOC), immigrants, women, LGBTQ+, and individuals with disabilities, please apply!
Essential Duties & Responsibilities
– Reports to and acts as executive assistant to the Director of Development (DoD), overseeing administrative needs, writing memos and designing presentations, and independently responding to matters of precedent or policy.
– Coordinates calendars for both the Director of Development and Director of Community Philanthropy, proactively prompting next steps with donors assigned to their portfolios and scheduling internal and external meetings as needed.
– Assists with fundraising activities, including but not limited to preparing email correspondence, meeting and call notes, donor research, proposal packets, and gift agreements; attending meetings and maintaining relationships with trustees, donors, and members of the Museum; and coordinating travel, small gatherings, or committee meetings.
– Works independently and acts as a project manager within the Development team on special and ongoing projects, which may include: organizing Development team-building activities and professional development opportunities, arranging travel plans and itineraries, etc.
– Contributes to a culture of inclusive donor stewardship, practices empathy and shows respect for donors at all levels, and actively works toward achieving long-term equity goals within the Development department.
– Arranges tours, special access, and customized opportunities for major donors, in partnership with the Individual Giving team.
– Organizes daily operations in the Development Department with tasks including, but not limited to: receiving and routing mail, ordering and maintaining supplies, trouble-shooting technology issues with IT, and other administrative duties.
– Schedules and facilitates cross-departmental meetings to foster collaboration with Curatorial, Learning & Community Partnerships, and other teams.
– Sends weekly Development team agendas, takes notes, and supports follow-through on any action items.
– Manages Development Department email and responds promptly to all inquiries, with support from Museum colleagues.
– Remains current with events and trends in local community and in the nonprofit field, conveying knowledge of public activities and informing internal projects, policies, and procedures at the Museum.
– Prepares weekly expenses reports and reconciles credit cards for the Director of Development, Director of Community Philanthropy, and Associate Director of Individual Giving.
– Open mail for the DoD and Development department and determine level of priority.
– Logs all incoming donations sent by check/cash
– Upholds confidentiality and protects donor privacy by exercising discretion and adhering to all standards, equity practices, ethics, and privacy rights.
Secondary or Additional Responsibilities
– Collaborates with the Head of Engagement and Operations and maintains portfolios for DoD and DoCP, track action items, record meeting notes, etc.
– Assists the Engagement Manager with the planning and execution of donor events, programs, tours, special access, managing invitations lists and supporting follow-up strategies to engage a strong base of diverse donors.
– Works in tandem with Assistant to the Director to schedule meetings of the Development, Government Affairs, and other subcommittees of the Board of Trustees, as appropriate, and manages logistics for Board subcommittee meetings in partnership with the Associate Director of Individual Giving and Head of Partnerships.
– Partners with the Development Associate to query donor histories, record donor research, and maintain the Altru Database with current donor contact information.
– General office management.
– Performs other related duties as assigned.
– May supervise temporary staff and/or volunteers for the Development Department.
– Support the Museum’s mission, vision and core values of creativity, connection, equity, learning, accessibility and accountability.
– Contribute to and support the PAM strategic plan, annual priorities, and institutional initiatives such as diversity, equity, inclusion and access.
– Contribute to a positive organizational culture based on mutual respect, a spirit of collegiality, cooperation, and openness to many perspectives.
– Participate in a culture of ongoing learning, collaboration, innovation, creativity, and community engagement.
– Use the equity lens in decision making. Promote equity and inclusion goals and have a “people first” mindset.
Required Knowledge & Skills
– Must have excellent knowledge of the Google Platform, Microsoft Suite (Word, Excel, Outlook, PowerPoint); Blackbaud Altru or other CRM donor database, Web based content management systems, and project management software like Trello experience a plus.
– Work requires continual attention to detail in composing, typing and proofing materials, establishing priorities and meeting deadlines.
– Must be able to anticipate needs and work proactively in a fast-paced environment with demonstrated ability to juggle multiple competing tasks and demands.
– Position continually requires demonstrated poise, tact and diplomacy. Must be able to maintain the highest level of confidentiality and handle sensitive material concerning the organization and the Director of Development’s role within the organization.
– Must have excellent communication and interpersonal skills and be able to interact and communicate with individuals at all levels of the organization.
– Expected to work independently and as a collaborative member of the Development team, and will need to be flexible to the growing needs of the Museum.
Education, Formal & Informal Experience, Training Required, Certifications, Etc.
– Bachelor’s degree in Business or related field with three or more years related experience to executive level management; or equivalent combination of education and experience.
– Travel as necessary and work occasional evenings and weekends for events.
– On-call status
– Extensive computer work and use of Google platform, Microsoft Office, and Blackbaud Altru Database
– Use of Fingers
– Push/pull/lift/carry up to 10 lbs.
Compensation, Benefits & Perks
– This role is exempt, full-time, based on 40 hours per week
– Budgeted compensation range is $44,657.60 – $52,000.00, depending on experience. The role is in pay grade G (Min $21.47, Mid $25.00, Max $28.26)
– Affinity groups — BIPOC & White Learning Space
-Buddy system for BIPOC new hires
-Annual BIPOC TLC retreat
– Health Care (medical, dental, vision, pharmacy)
– Life Insurance (employer-paid life, AD&D, and long-term disability insurance & employee paid voluntary life and short-term disability)
– Retirement (401k plan, please note no employer match currently)
– Paid Time Off (6 paid holidays, 2 floating holidays to allow employees to meet their own religious observances and uphold value of equity and inclusion, vacation time, sick time, jury duty, and bereavement leave)
– Flexible spending accounts
– Employee assistance program: free, confidential counseling for employees and family
– Discounted TriMet or C-Tran passes
– Bike to work benefit
– Complimentary admission to the Museum for employee and guest(s) accompanied by you
– Access to Museum lectures and programs
– Discounts at Museum Shop
– R.E.A.P (Reciprocal Employee Attraction Pass) card for full and part-time employees, providing free general admission to local destinations
To apply online visit: www.portlandartmuseum.org/careers follow the link to create a profile. All interested applicants must apply through the above careers link. Resumes received without completed employment application will not be considered. For questions or accommodation please contact firstname.lastname@example.org.
Please attach a cover letter and in addition, we ask that applicants answer the questions within the application. The Museum engages an equity hiring committee to review applications.
Please do not delay in applying. Closing date is Friday, July 23, 2021.
About the Portland Art Museum
Founded in 1892, the Portland Art Museum is one of the oldest art museums in the United States and the oldest in the Pacific Northwest. The Museum’s collection of 42,000 objects reflects the history of art from ancient times to today. The collection is distinguished for its holdings of arts of the native peoples of North America; modern and contemporary art; Asian and American art; photographs, prints, and drawings; and English silver.
With more than 112,000 square feet of gallery space, the Museum ranks in the top 25 museums in the country with the most gallery and exhibition space. An active collecting institution, the Museum dedicates 90 percent of its gallery space to its permanent collection. In addition to its permanent collection, the Museum is recognized for its special exhibitions and intimate exhibition series, including the APEX program, a contemporary art series, and presentations in the Gilkey Center galleries.
Annual membership consists of 16,000 member households, representing more than 92,000 individuals. More than 350,000 visitors are welcomed annually, including more than 50,000 schoolchildren.
The Museum’s annual operating budget is approximately $13.5 million. The galleries hours have been modified due to COVID-19 and typically open four days a week (Thursday through Sunday).
About the Northwest Film Center
The Museum’s sister organization, established in 1971, the Northwest Film Center is a Portland, Oregon-based year-round organization and space where artists and audiences explore our region and the world through cinema and cinematic storytelling in all its forms.
Our mission is to expand the reach of cinema as an art form and challenge for whom, by whom, and how stories can be told. Through our screenings, events, guest speaker programs, classes, and workshops, audiences and artists form vital connections that bind our community and encourage a more vibrant, accessible, and diverse media-arts ecosystem.
The Northwest Film Center acts as an advocate for pioneering filmmakers and artists, giving a platform to voices that might not otherwise be heard and serves as a catalyst for cultural appreciation, conversation, collaboration, and community-building around new ways of seeing locally and globally. For more information, visit www.nwfilm.org.