Administrative Assistant, Advancement Office (Full-Time, Onsite)

Description

The Massachusetts Museum of Contemporary Art (MASS MoCA) is one of the world’s liveliest centers for making and enjoying today’s most evocative art. With vast galleries and a stunning range of indoor and outdoor performing arts venues, MASS MoCA is able to embrace and share all forms of art: music, sculpture, dance, film, painting, photography, theater, and new, boundary-crossing works of art that defy easy classification. Much of the work we show in our light-filled spaces, on our technically sophisticated stages, and within our network of late 19th-century courtyards is made here during extended fabrication and rehearsal residencies that bring hundreds of the world’s most brilliant and innovative artists to North Adams all year round.

MASS MoCA is currently seeking a highly organized and detail-oriented Administrative Assistant to provide support to the Chief Advancement Officer and other Advancement managers and team members as assigned. The ideal candidate will be an experienced office worker and team player who is a self-motivated professional with excellent communication skills, the ability to multitask, and a proactive approach to problem-solving. Reporting to the Chief Advancement Officer, the Administrative Assistant must excel in all forms of communication, both internally and externally, and be experienced in managing confidential information. 

The Administrative Assistant is a key member of the Advancement team, which is responsible for raising–through philanthropic gifts, grants, sponsorships, and memberships–nearly one-half of MASS MoCA’s annual operating budget of nearly $20 million. The Administrative Assistant will perform routine but critical duties that support the Advancement team’s annual and long-term goals, including but not limited to scheduling, travel arrangements, meeting preparation, correspondence, gift posting and processing, donor record updating, filing, research, and creating presentations. 

This is a full-time, onsite position that generally works Monday-Friday days. This position may require occasional extended hours, work on weekends and/or holidays for Advancement-related, donor-involved events and festivals.

Duties and Responsibilities:

• Perform administrative support  for the advancement office including but not limited to maintaining files, correspondence, calls, calendaring and scheduling appointments, check processing, reconciling credit card account and other expenses. 
• Arrange travel and accommodations for national and international travel.
• Arrange internal and external meetings related to the work and schedule of the Advancement office as directed by the Chief Advancement Officer.
• Take notes at meetings and file and disseminate as needed.
• Answer and direct phone calls.
• Greet visitors and direct them to the appropriate personnel.
• Manage incoming and outgoing mail and packages.
• Assist in the receipt, recording and processing, and acknowledgement of charitable contributions and memberships.
• Conduct research, update donor records, and run routine reports in Advancement’s CRM / Tessitura. 
• Perform other duties as assigned.
• Maintain confidentiality in all matters.

Requirements

Requirements and Qualifications:

• Possess working knowledge of CRMs; experience with Tessitura software is preferred.
• Hold an associate’s, bachelor’s, or higher degree; equivalent administrative experience will also be considered. 
• Have 1–3 years of experience in office administrative support, development, or project management..
• Demonstrate excellent organizational, multitasking, and time management skills.
• Show strong attention to detail and effective problem-solving abilities.
• Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) or Google Workspace (Docs, Sheets, Slides, Gmail).
• Draft professional emails, letters, and reports with proper grammar and tone.
• Communicate clearly and professionally in person and by phone with clients and colleagues.
• Handle confidential and sensitive information with discretion.
• Demonstrate flexibility, resourcefulness, and proactive behavior.
• Provide exceptional customer service in a professional setting.
• Work collaboratively as a team player and independently when needed.
• Use proper phone and email etiquette; manage email correspondence effectively.
• Type and enter data quickly and accurately.
• Manage calendars and appointments using scheduling software.
• Prioritize tasks and meet deadlines efficiently.
• Multitask effectively without compromising quality.
• This job description is intended to describe the general nature of the role and the work being performed. It is not an exhaustive list of all