Job: Executive Assistant to Chief Philanthropy Officer

Jacob's Pillow Dance Festival
358 George Carter Road
Becket, MA 01223

Phone:413-243-9919
Website:jacobspillow.org

Company Description:
Jacob’s Pillow, a National Historic Landmark and recipient of the National Medal of Arts, is a year-round center for dance and home to America's longest-running international dance festival located in the beautiful Berkshires of Western Massachusetts. The Pillow encompasses the world-renowned international Jacob’s Pillow Dance Festival, presenting more than 50 dance companies and over 350 events each summer; The School at Jacob’s Pillow, one of the most prestigious professional dance training centers in the U.S. Jacob’s Pillow is committed to providing an inclusive, diverse, accessible, and equitable environment that cultivates the celebration of the art of dance and its positive impact on communities. Jacob’s Pillow’s mission is to support dance creation, presentation, education, and preservation; and to engage and deepen public appreciation and support for dance. Organization-wide values include inclusion, leadership, integrity, flexibility, partnership, and sustainability. Jacob’s Pillow is a registered 501(c)(3) not for profit organization that provides equal opportunity for all employees and applicants for employment without regard to race, color, creed, religion, gender, sexual orientation, national origin, age, marital status, mental or physical disability, pregnancy, military or veteran status, or any other basis prohibited by state or federal law. This policy also prohibits employees from harassing any other employee for any reason including, but not limited to, race, religion, sex, national origin, age, or disabled status

Job Title:
Executive Assistant to Chief Philanthropy Officer
Salary Range:Location:
$22.00 - $28.00 Per Hour North Adams, Adams, Pittsfield
Job Type:Category:
Part TimeNonprofit
Education Level:Work Experience:
High School or Equivalent
Preferred 		2+
Preferred
Description:

TITLE: Executive Assistant to Chief Philanthropy Officer

STATUS: Part-time, Year-Round

LOCATION: Hybrid, must live within frequent driving distance of Jacob’s Pillow

REPORTS TO: Chief Philanthropy Officer

DEPARTMENT: Philanthropy

WORKS WITH: Philanthropy team members, Assistant to the Executive Director, and Board Liaison

COMPENSATION: $22-$28 per hour (less applicable tax withholdings) 

BENEFITS (SUMMER ONLY):  three meals a day, free access to classes, performances, talks, and studio usage. 



POSITION OVERVIEW

The Executive Assistant to the Chief Philanthropy Officer (CPO) plays a crucial role in supporting the Philanthropy Department's goals by providing high-level administrative, organizational, and logistical assistance. This part-time position ensures seamless administrative support to the Chief Philanthropy Officer, facilitates key donor relationships, and assists with special initiatives and events. The ideal candidate will excel in a dynamic environment, exhibit strong attention to detail, and handle confidential information with utmost discretion and care.

RESPONSIBILITIES

Administrative Support:

  • Manage the CPO's calendar, scheduling internal and external meetings, and ensuring the CPO is prepared with relevant materials.
  • Arrange travel, accommodations, and other logistics for the CPO’s donor visits and philanthropy-related travel.
  • Cover key administrative duties, such as gift entry or database maintenance, during team member leave, or as delegated by the supervisor to ensure seamless department operations.
  • Assist with special projects and initiatives as needed, ensuring timely completion of tasks.

Philanthropic Engagement:

  • Provide support in maintaining donor relationships, including preparing donor meeting materials, ensuring acknowledgments are sent, and maintaining donor records on time.
  • Coordinate logistics for donor events, meetings, and virtual engagements, in collaboration with the Philanthropy team.
  • Draft and manage correspondence, reports, proposals, and presentation materials, maintaining confidentiality and discretion.
  • Assist with the execution of high-level donor cultivation and stewardship events, both on-site and online.
  • Manage updates to the Tessitura CRM database, ensuring that donor interactions and records are up-to-date.

Event & Meeting Coordination:

  • Support the planning and execution of fundraising and donor events, working with other staff members to ensure seamless events.
  • Provide support for meeting set up and breakdown, hosting guests on site, and other related duties. 
  • Prepare and disseminate agendas, take minutes, and follow up on action items from meetings led by the CPO, including with the Board’s Campaign Committee and Philanthropy Committee.
  • Assist with organizing fundraising campaign efforts for capital and endowment projects, such as tracking progress and generating reports.
Requirements:

WORKING CONDITIONS/PHYSICAL DEMANDS 

  • Office settings include sitting, standing, moving, and bending—frequent interruptions.
  • Specify any travel requirements or unusual hours.
  • Travel as needed for donor visits, events, and meetings.
  • Regular movement through various campus locations, including wooded areas with exposure to wildlife (rodents, ticks, mosquitos).
  • Outdoor work during events, often in varying weather conditions.

PREFERED QUALIFICATIONS

  • At least two years of administrative experience and concise writing skills.
  • Proficiency with standard office equipment, electronic meeting technology, and fundraising/customer databases. Tessitura's experience is a plus. 
  • Proficiency in Google Suite (including Gmail, Google Sheets, Google Calendar, Google Docs & Google Slides).
  • Experience working in a cultural institution or nonprofit setting is a plus.
  • Experience with donor relations or working with boards of directors is a plus.
  • Knowledge of and interest in dance or the arts is highly desirable.

SKILLS & QUALITIES

  • Strong attention to detail and excellent interpersonal skills

WORKING CONDITIONS/PHYSICAL DEMANDS

  • Office setting: including sitting, standing, walking, and bending
  • Frequent interruptions