Administrative Assistant (Development)

Company Overview

Thank you for your interest in the Shaw Festival

Discover more about working at the Shaw Festival by visiting our Welcome Website at welcome.shawfest.com

As one of the world’s leading theatre companies and Niagara’s 20 largest employers, The Shaw is dedicated to an ongoing process of increasing diversity and inclusion in our audiences, our programs, and in all of our hiring for staff, artists, and in the recruiting of board members. The Shaw is committed to a future when our theatres joyously draw on and include all peoples, fully reflective of the world around us. As such, the Shaw Festival is an equal opportunity employer committed to a barrier-free recruitment and selection process. We encourage and invite applications from applicants who identify as Indigenous, Black or as persons of colour (IBPOC), the LGBTQ2+ communities and those identifying as gender fluid. In accordance with Accessibility for Ontarians with Disabilities Act (AODA), and in keeping with our wish to ensure a fully inclusive environment, please advise Human Resources if you require an accommodation throughout the recruitment process. We will be happy to assist.

We acknowledge and honour the land upon which we gather as the historic and traditional territory of First Nations peoples. In particular we recognize and thank the Neutral Nation, the Mississauga and the Haudenosaunee for their stewardship of these lands over millennia.

Job Description

Reports to: Associate Director, Development

Salary: $42,000 – $44,000/annually (plus benefit and RSP contribution)

The position is responsible for providing a wide range of administrative support for this dynamic and busy fundraising team.

The successful candidate will possess the following:
• Strong organizational skills and time management
• Attention to detail, accuracy, focus for this multi-tasking role
• Absolute discretion when dealing with patron’s information
• Ability to work with others on the Development Team, with representatives from other departments, as well as self-directed
• Excellent interpersonal and communication skills (both oral and written)
• A professional demeanor and experience/ability in dealing with discerning patrons
• Experience in Microsoft Office – Word, Excel – and Adobe and Tessitura ideally
• Smart Serve certification
• Appreciation for the arts and for theatre

Primary duties include:
• Assisting the Gift Processing Coordinator with the daily processing of gifts through multiple channels (mail, on account, web, etc.) to support the timely and accurate processing of various types of donations
• Assisting with Tax Receipt reconciliation and distribution for donations
• Coordination and/or preparation and distribution of seat notes for donors at all levels and for all performances; includes providing some supervision of Administrative Assistant who helps with the preparation of seat notes
• Prepare a weekly Fundraising Report for the team and senior management
• Assist Senior Officer, Individual Giving with various extractions and list pulls from Tessitura, including reports required for Membership renewals and acknowledgments
• Coordinate with our Distribution department to ensure the timely delivery of communications for Membership, and assist/back up for Governors Council, Legacy Giving and Major Gifts; and provide back-up when necessary to the Distribution Department to keep communications on track
• Assist the Associate, Events on the coordination of necessary materials for events such as name tags, registration lists, tracking responses for various events run by the Department.
• Assist with donation accounting and receipting issues, including steps needed for resolution of customer service issues (CSIs) and general maintenance and updates for accounts in our database
• General office management including ordering office supplies, coordination of staff meetings, including booking space, catering, and equipment as needed.
• Other duties as required.

Secondary duties include:
• Supporting direct mail campaigns (outgoing gift solicitations for membership or other donations) which may include merging, printing, stuffing communications for mailing
• Providing administrative support to the Director of Advancement, Associate Director of Individual Giving and Associate Directors of Development, including assisting with correspondence and gift processing and documentation.
• Back-up for Governors Council Coordinator to provide hospitality to donors during intermission – Members Terrace and Governors Council Lounge – including distributing daily and weekly reports to Food & Beverage and Facilities staff and ensuring that the spaces are booked and set-up for intermissions.
• Provide back-up admin support for Legacy Giving including direct mail and gift processing paperwork, and events as requested by Associate Director, Individual Giving or Senior Officer, Stewardship & Legacy Giving.
• Support the Events team, as needed, by assisting at events or with auction and in-kind donations for events.

Hours of work:
• The basic work week will total 35 hours
• Monday to Friday, 9:00am to 5:00pm
• Some evenings and weekends will be required for events