Job Description

Development Assistant – Special Events

Status: Regular Part-Time (appx. 20 hrs/wk; full-time possible if combined with currently posted Public Programs position)

Salary: $20.00 per hour, benefits eligible

Reports to: Director of Development

Date Posted: January 27, 2022

SUMMARY:

Responsible for supporting and implementing Development special events, and supporting Database Management, as a member of the KMA Development Department.   

KEY RESPONSIBILITIES:

Event Management (70% time)

Under the guidance of the Development Director, plan and manage the execution of Museum Special Events for donors and prospective donors, which typically include:

§    Annual Fundraising Events

o  Winter Fundraiser – Late January-February

o  Himmel Award & Lecture – April

o  Annual Gala – October

§    Cultivation Events

o  Board and Major Donor Cultivation Events – 4-6  per year

o  KMA Day Trips – 3 per year

o  KMA Travel Trips – On Hold due to COVID

§    Exhibition Events – 3 per year

o  Saturday evening 1st Look Upper-Level Member Preview

o  Sunday afternoon Member Preview

o  Evening Exhibition Tours

o  In addition, coordinate with the Public Programs Associate on public programs such as Artist Talks, Writers Series.  Panel discussions, and other humanities programs, to help maximize the donor cultivation impact of those events

§    Work with the Director of Development to recruit committee chairs and members for Gala, Fall/Winter Fundraiser, and other events that have a committee structure

§    Manage event committee meetings and distribute meeting agendas and minutes

§    Produce Run-of-Show documents with schedules, timelines, staffing and all details for events

§    Maintain event RSVP lists

§    Partner with Guest Services for events including AV set up and operation, physical plant set up and break down

Budget (10% time)

§    Create event budgets, secure all coding for income and expenses in consultation with the Director of Development, and regularly monitor and report budget updates.

§    Timely submit all vendor bills with coding for payment processing.

§    Create, maintain, and present final event Profit & Loss statements for each event to Director of Development

§    Competitively bid and administer vendor contracts

Administration (5 % time)

§    List Maintenance

§    Create, maintain, and segment lists for email and print mail and invitations as needed

§    Maintain event RSVP lists

Database Management Assistance (15% time)

§    Assist the Development team with maintenance of the Donor Database, Membership Management, and Campaign solicitations

REQUIREMENTS & QUALIFICATIONS:

§    Fully vaccinated with an FDA or WHO authorized vaccine.

§    Proficiency with Word, Excel, Outlook, and donor database systems (Blackbaud/E-tapestry preferred)

§    Knowledge of Constant Contact, Network for Good, Give Smart, SimpleTix a plus

§    Four-year college degree preferred

§    Working knowledge of fundraising principles and practices

§    Experience in planning and execution of fundraising events

§    Ability to multitask and work in a high-paced environment

§    Excellent verbal, written, organizational, and interpersonal communication skills required

§    Availability to work on site, some remote work possible

§    Availability to work night and weekend events as needed

HOURS:

Part Time- approximately 20 hours per week; more time will be required around the time of the Annual Gala. Qualified candidates interested in a full-time position should see the Museum’s concurrent posting for a Public Programs Associate on the Museum’s website; joint applications are welcome. Schedule to be agreed upon and will include special events that take place evenings and weekends as needed.

APPLICATION:

Interested candidates should submit a cover letter and resume to [email protected]. Please include “Development Assistant (Special Events)” in the subject line.

About the Katonah Museum of Art:  Accredited by the American Association of Museums, the Katonah Museum of Art originates three to four exhibitions annually which explore ideas about art, culture, and society—past and present. The founders’ decision to be a non-collecting institution resulted in a dynamic and flexible exhibition program, which remains one of the most distinctive features of the KMA. The KMA offers lectures, films, workshops, concerts and other events for a general audience. In addition to its visual arts program, the KMA hosts lectures, workshops, international trips and concerts and presents innovative programs for over 100-member schools. Annual attendance is approximately 30,000 people.

The Museum is located at 134 Jay Street, Katonah, NY 10536. The Museum hours are Tuesday through Saturday from 10 AM – 5 PM, Sunday from 12 PM – 5 PM, closed Monday. General admission: $10 adults, $5 seniors & students. Members & children under the age of 12 always enter free. 

The Katonah Museum of Art is an equal opportunity employer and free of discrimination based on protected class status, including race, creed, color, sex, sexual orientation, gender identity, national origin, military or veteran status, disability, predisposing genetic characteristics, marital or family status, domestic violence victim status, arrest record or criminal conviction history, or any other impermissible basis. The KMA strives for an inclusive work environment and actively embraces a diversity of people, ideas, talents, and experiences.