Administrative Assistant

OPERA America, Inc.; Pittsfield (MA); Híbrido; USD 20 664 000 - 34 440 000; Tempo parcial

Resumo da oferta

OPERA America, Inc. is seeking an Administrative Assistant to provide essential support to BOF staff across individual giving, finance, operations, and festival management.

This entry-level role offers exposure to nonprofit administration, fundraising activities, and arts programming, with a focus on organization, confidentiality, and reliable communication. Responsibilities include donor communications, maintaining donor records in the database, processing gifts and receipts, assisting with

Qualificações

• Entry-level position; organization, reliability, professionalism, and eagerness to learn.
• Ability to manage multiple priorities, maintain confidentiality, and communicate effectively.
• Experience with donor records and fundraising operations helpful.

Responsabilidades

• Provide administrative support for individual giving, fundraising campaigns, donor communications, and events.
• Monitor Development and Events inquiries via email and phone; route messages as needed.
• Enter gifts, pledges, payments, and donor information into the donor database.
• Generate donor acknowledgments letters and tax receipts.
• Assist with onboarding materials for artists and staff; support travel and housing logistics.

Conhecimentos

Administrative support

Donor records management

Financial administration

Event coordination

Communication

Confidentiality

Ferramentas

Microsoft Office

Donor database

Descrição da oferta de emprego

Job Location: Local Remote; On Site/In Person

Job Type: Part Time

Date Posted: October 2, 2026

Network(s): Development; Finance, HR, & Administration

DESCRIPTION

The Administrative Assistant provides administrative support to BOF staff across individual giving, finance, organizational operations, and seasonal company management. This entry-level position offers an opportunity to gain experience in nonprofit administration, fundraising, financial administration, and performing arts operations. The ideal candidate is organized, detail-oriented, dependable, professional, and eager to learn. The ability to manage multiple priorities, maintain confidentiality, communicate effectively, and seek guidance when needed is essential.

Key Responsibilities:

• Individual Giving & Development
  • Provide administrative support for individual giving, fundraising campaigns, donor communications, and events.
  • Monitor Development and Events email and phone lines, responding to routine inquiries and directing messages as appropriate.
  • Maintain accurate donor records and enter gifts, pledges, payments, and constituent information into BOF’s donor database.
  • Process donations and generate donor acknowledgment letters and tax receipts.
  • Maintain mailing lists and prepare donor listings for publications, programs, newsletters, and other communications.
  • Assist with donor stewardship, event invitations, RSVPs, correspondence, and fundraising events, including auctions and special initiatives.
• Finance & Administration
  • Support the Director of Finance & Individual Giving with routine financial and administrative tasks.
  • Enter and organize financial information and prepare invoices, receipts, reimbursements, and other documentation.
  • Support routine office operations, including supplies, equipment, subscriptions, and other administrative needs.
  • Create, update, and deactivate user accounts and logins for organizational systems, including phone, email, Microsoft, and other platforms.
• Company Management
  • Provide administrative and logistical support to out-of-town artists and seasonal company members before and during the festival.
  • Distribute, collect, and organize artist and employee onboarding materials, including HR and payroll forms, welcome packets, and department materials.
  • Assist with coordinating and tracking artist travel and housing arrangements and provide updates to the CEO, Director of Finance & Individual Giving, and Artistic Director.
  • Process artist travel and housing reimbursements and maintain related records and documentation.

Kyra Saltman, Director of Finance & Individual Giving