Development Assistant

Title: Development Assistant

Department: Development

Reports to: Chief Philanthropy Officer

Summary:

The Development Assistant serves in an administrative support role within The Philadelphia Orchestra and Ensemble Arts Development office, performing important support tasks that impact the success of the department and the entire organization.

The Development Assistant will provide high-level support to the Chief Philanthropy Officer, Vice President of Philanthropy, and Vice President of Development, including but not limited to calendar management, meeting scheduling, maintaining consistent records, data entry, travel arrangements, and written correspondence. The Development Assistant will assist in scheduling and coordinating meetings for the Department and will also provide administrative support for the comprehensive fundraising campaign.

The scope of the Development Assistant’s work will require collaboration and coordination with all members of the Development department and other departments, with an especially close collaborative relationship with the Manager, Office of the President and CEO.

Essential Functions:

• Provide administrative support to the Chief Philanthropy Officer, Vice President of Philanthropy, and Vice President of Development, including scheduling meetings, agendas, drafting correspondence, budget tracking and reporting, travel arrangements, and other team logistics.
• Track and manage communications with donors, including scheduling meetings, providing support in preparation for donor meetings, and updating and maintaining records in our donor database.
• Facilitate all required donor and volunteer meeting coordination follow-up, including letters and other materials, coordinating additional meetings, and/or securing tickets for performances, events, or other special invitations.
• Provide administrative support for several key committees of the Board.
• Perform administrative and office support and assist with onboarding new team members and disseminating important information.
• Assist with the planning and execution of the Development Department’s full staff meetings and planning retreats.
• Maintain professionalism and strict confidentiality.

Education/Experience

Bachelor’s degree or equivalent preferred, with a minimum of 2 years of administrative support experience. Prior experience working in a non-profit fundraising office is preferred. Knowledge of or appreciation for the performing arts is a plus.

Knowledge/Skills/Abilities

• Superior administrative skills, with impeccable attention to detail and ability to meet deadlines.
• Strong commitment to providing outstanding customer service. Excellent interpersonal skills and a high comfort level working with a variety of personality types.
• Excellent written and oral communication skills, with the ability to draft correspondence and take meeting minutes.
• High level of personal and professional integrity in dealing with colleagues, board members, and donors, and the ability to work with confidential information.
• Ability to work collaboratively within the Development Department and across the entire organization.
• Ability to work independently and take initiative on designing and implementing new projects, and the ability to evaluate and recommend improvements to existing procedures.
• Ability to thrive in highly collaborative and fast-paced settings.
• Advanced skills in Microsoft Office (Outlook, PowerPoint, Word, Excel, Teams, Co-Pilot) and other office productivity tools, with aptitude to learn new software and systems
• Familiarity with donor database, Tessitura, preferred, or comparable CRM. Ability and willingness to participate in evening and weekend activities, including performances, concerts, and donor events.

Working Conditions/Physical Demands:

Routine for office environment. The employee will be required to perform the essential functions of the job during evening and weekend concerts and/or events.

Resume and cover letter are required when applying for this position.

About The Philadelphia Orchestra and Ensemble Arts Philly

The Philadelphia Orchestra and Ensemble Arts Philly (POEA) bring together one of the world’s preeminent orchestras with the iconic venues that have anchored Philadelphia’s cultural life for nearly 170 years. As owner and operator of the Academy of Music, Miller Theater, and the Kimmel Center for the Performing Arts, and the programming partner for the historic Forrest Theatre, POEA serves as a cornerstone of the city’s artistic and civic identity, welcoming one million people annually to a vibrant constellation of stages across Center City.

Representing both the world-renowned Philadelphia Orchestra and a dynamic roster of resident partners and visiting artists, POEA presents more than one-thousand events annually that represent a wide range of programming, including Broadway, classical, comedy, theater, jazz, dance, and family presentations, reflecting and serving the breadth of the region’s communities. Through innovative programming, robust educational initiatives, deep commitment to diverse communities, and expanding digital platforms, POEA acts as a convener and civic partner—bringing people together, fostering dialogue, and creating an expansive, inclusive future for the arts in Philadelphia and beyond.

The Philadelphia Orchestra and Ensemble Arts is an equal opportunity employer. All applicants are considered for employment without attention to race, color, age, religion, sex, sexual orientation, gender identity, national origin, ethnicity, veteran or disability status.

Employees are expected to be able to perform the essential duties and responsibilities of this position, with or without job modification/reasonable accommodation. If an employee believes a job modification/reasonable accommodation is needed, please contact Human Resources so that a review can be conducted. POEA strives to comply with the accommodation provisions of the Americans with Disabilities Act, Title VII of the Civil Rights Act, the Pregnant Workers Fairness Act, and other related federal, state, and local laws.