EXECUTIVE ADMINISTRATIVE ASSISTANT (FITTON CENTER)

EXECUTIVE ADMINISTRATIVE ASSISTANT POSITION SUMMARY

The Fitton Center for Creative Arts in Hamilton, Ohio is accepting applications for an experienced arts or non-profit administrator to meet the current needs of the Fitton Center’s executive team. The Executive Administrative Assistant will work directly with the Executive Director and Director of Development to support the planning, coordination, implementation, and evaluation of all fundraising activities, programs, projects, initiatives, ticketing and events.

Skills:

• Excellent communication skills

• Detail-oriented and able to keep impeccable records

• Strong knowledge of MS Office Suite

• Proven organizational planning

• Personal and project time management

• Situational adaptability and problem solving

• Knowledge of ticketing systems preferable
  (Including VBO: Virtual Box Office, www.vbotickets.com)

Education: Bachelor’s Degree preferred or comparable experience in the arts sector, non-profit development or customer service

Reports to: Executive Director & Director of Development

Status: Full-Time, Exempt
Schedule: 9am-5pm, Monday-Friday. With availability for evenings & weekends for internal Fitton Center events and external community events required

Physical Requirements: Must be able to sit for most of the day but also be on your feet at events as needed. Will be required to travel to other locations in the service area and will be exposed to all outside weather conditions. No significant lifting or other physical requirements.

Salary Range: $36,000 - $39,000
Benefits: 80% Medical & Dental Insurance Matched 401K Plan

POSITION RESPONSIBILITIES

Executive Assistance & Planning:

• Assist the Executive Director in composition, editing and proof reading of marketing materials and contracts between Fitton Center and potential performers

• Maintain Events Programming spreadsheet for the season and keep track of contract drafts and signed finalized contracts in the Season Event Programming Binder

• Drafting letters and emails

• Keeping track of calendars and upcoming appointments

• Printed and digital filing and file management

• Support of board administration. Including attending board-level meetings, taking minutes and administering their distribution, tracking board terms and contact list, and room set up for board meetings

• Work with local hotel partners to secure arrangements for artists and performers

• Communicate artist payment information to Finance Manager

Events & Box Office:

• Maintain each season’s event programming records

• Creation, management, and oversight of internal and external events in VBO ticketing system for sale online and at the box office

• Schedule box office staff for events and/or rentals; availability as backup, when needed

• Work with our catering partner to make signage for upcoming events or rentals

• Assist with event preparation including but not limited to ordering sponsorship signage, managing event reservations, reserving tables, and reserved seats in the theater, and other seat holds as needed

Development, Sponsorship & Fundraising:

• Support the Director of Development in research, recruitment, cultivation and stewardship efforts of donors, members and sponsors

• Execute sponsorship paperwork

• Prepare detailed event attendance reports prior to each event indicating the seating location of all donors, sponsors, and special guests

• Maintain fundraising correspondence for donors and sponsors including thank you letters, and tax benefit letters

• Coordinate and/or assist in the execution of donor and sponsor recognition activities i.e. Update donor wall, donor/sponsor/membership/volunteer events

• Maintain donor, sponsor, and membership database records; keep files up to date

• Track incoming pledges and sponsorships and maintain Excel spreadsheets for each season

• Produce weekly and monthly campaign and sponsorship reports for the Director of Development and finance departments

• Track significant dates and milestones of donors and sponsors

• Communicate with accounting and development on the execution of invoices and invoicing schedules

• Track In-Kind and cash/check donations, calculate levels of support and track the benefits used by individuals and organizations

• Maintain updated sponsor logos and other sponsor data for the marketing department

Membership:

• Maintain new and reoccurring membership data including monthly membership growth and expiration reports. Process new membership cards and expiration administration

• Maintain Community Reward Membership data, correspondence, and execute paperwork and assets such as company logos

• Create gift memberships and gift cards as needed

THE FITTON CENTER FOR CREATIVE ARTS
The Fitton Center for Creative Arts isn’t just a building – it’s an experience. We are a non-profit 501(c)(3) arts organization that has been a part of the community for over 30 years. The entire complex is dedicated to the arts in all disciplines and for all ages and abilities of participants. The Fitton Center has a legacy of changing lives and building community through the arts. The Fitton Center houses a 240-seat recently refurbished theatre, and a gorgeous Ballroom with traditional décor and a Vista Room overlooking the Great Miami River. At the Fitton you will be enthralled by extraordinary musicians, actors and dancers at one of our live performances or stroll through our 5 remarkable art galleries. Our programs include over 250 classes, workshops, and summer camps annually and over 60 live events. Become a part of the Fitton Center and redefine the way you experience the arts in Hamilton!

www.fittoncenter.org

www.facebook.com/FittonCenter

EQUAL EMPLOYMENT OPPORTUNITIES

The Fitton Center provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, sex, national origin, age, disability or genetics. In addition to federal law requirements, The Fitton Center complies with applicable state and local laws governing nondiscrimination in employment in every location in which the company has facilities. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training.

APPLICATIONS:

Please submit a cover letter, resume and 3 references to:

Julia Bailey

Finance & Administration Manager

julia@fittoncenter.org

Fitton Center for Creative Arts

101 S. Monument Avenue

Hamilton, OH 45011, USA

A review of applications will be done on a rolling basis until the position is filled. No phone calls, please. (See link below)