Advancement Associate and Assistant to Chief Advancement Officer

American Ballet Theatre; New York (NY); On-site; USD 50,000 - 55,000; Full time

Job summary

American Ballet Theatre seeks an Advancement Associate to provide administrative support to the Chief Advancement Officer and to facilitate daily operations of the Advancement Department. You will interact with Board members, donors, staff, and dancers, serving as a liaison with ABT’s Advancement team.

The role requires discretion, confidentiality, and strong organizational and communication skills to support fundraising initiatives and events.

Qualifications

• Bachelor’s degree required with 1–2 years of professional experience.
• Proficient in Microsoft Office Suite and Adobe Suite.
• Experience with donor databases and fundraising operations is a plus.

Responsibilities

• Provide administrative support to the Chief Advancement Officer.
• Coordinate travel and calendar management for senior leaders.
• Draft correspondence and prep materials for board meetings and donor events.
• Maintain donor records and gift documentation in CRM systems.
• Support planning and execution of fundraising events from small gatherings to galas.

Skills

Organizational skills

Attention to detail

Problem solving

Discretion and confidentiality

Communication skills

Event coordination

Microsoft Office

Adobe Suite

Raiser’s Edge

Salesforce

Education

Bachelor’s degree

Tools

Raiser’s Edge

Salesforce

Ramp

Job description

The Role:

The Advancement Associate will provide administrative support to the Chief Advancement Officer and facilitate the day-to‑day operations of the Advancement Department. They will interact heavily with Board members, administrative staff, dancers, donors, and outside constituents, and act as a resource/liaison between these groups and ABT’s Advancement Department. The Associate position requires a high level of professionalism, good instincts, confidentiality, positive energy, and a can‑do attitude. Excellent written, interpersonal, problem‑solving, and organizational skills are required.

Specific Responsibilities:

• Executive Assistant to the CAO


• Manage calendar


• Draft correspondence


• Coordinate travel


• Make reservations


• Track action items from meetings and events


• Manage expenses


• Assist in the preparation of materials for board and committee meetings


• Serve as liaison between executive leadership


• Prepare briefing materials and donor research for senior leadership meetings and cultivation events


• Schedule and staff team meetings and meetings on behalf of the CAO


• Serve as the first point of contact for general department inquiries


• Support the planning and execution of major fundraising and cultivation events, ranging from intimate donor gatherings to large-scale galas and performances


• Coordinate onsite event logistics, guest management, and VIP stewardship


• Serve as the Advancement Department liaison for the Board of Trustees


• Assist the Chief of Staff with operations of board meetings including tracking attendance, preparing materials, and onsite staffing and coordination


• Take meeting minutes for Board Committees associated with the Advancement Department


• Draft all written communication to Trustees including acknowledgment letters, invoices, event invitations, and ticket information


• Process, track, and acknowledge major gifts and Trustee contributions in coordination with Advancement leadership


• Maintain accurate donor records and gift documentation using CRM software

Essential Skills/Qualifications:

• Extremely organized, attentive to detail, and able to manage and prioritize multiple projects in a fast-paced environment


• Must be an adept problem solver and multi-tasker


• Must act with discretion and respect confidentiality


• Ability to interact clearly and effectively with a broad range of people


• A passion for and knowledge of the performing arts is a plus


• Must be available to work evenings and weekends when required


• Bachelor’s degree is required with 1–2 years of professional experience


• Previous administrative experience preferred


• Proficient in Microsoft Office Suite and Adobe Suite


• Experience with Raiser’s Edge, Salesforce, and Ramp is highly desirable

Equal Opportunity:

• ABT is an equal opportunity employer and makes employment decisions without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, protected veteran status, disability status, age, or any other status protected by law.

Supervisory Responsibilities:

• This position shares supervisory responsibilities for a department intern.

Working Environment:

• This position will be performed in a professional theater/performance setting. This position routinely uses standard office equipment along with all standard and custom theatrical stage equipment and techniques.

Physical Demands:

• While performing the duties of this position, the employee is regularly required to sit, stand, climb, work in dim light, work in confined spaces, and walk for prolonged periods of time. The employee must frequently lift and/or move a minimum of 40 lbs. While working, all personal safety equipment must be used as appropriate.

Compensation range for this position is $50,000-$55,000 annually.