Operations & Development Associate (Part-Time, Contract)

ARC - Artists at Risk Connection, Inc.; New York (NY); Remote; USD 34,000 - 55,000; Part time

Job summary

ARC - Artists at Risk Connection is seeking a part-time Operations & Development Associate to support the Executive Director in fundraising research, financial administration, and organizational planning. The role blends hands-on administration with prospect research and strategic analysis.

You will help strengthen ARC’s fundraising pipeline, maintain compliance calendars, and assist with reporting and governance processes, collaborating with leadership, the Board, and accounting partners.

Qualifications

• Minimum 4–6 years in nonprofit operations, finance, administration or development.
• Hands-on budgeting, grant tracking, and restricted funding experience.
• Strong research and analytical skills for identifying funders and partners.
• Excellent writing and editing skills for grant proposals and donor materials.
• Independent work style with discretion handling sensitive information.

Responsibilities

• Support three-year strategic planning with research and materials for leadership and Board.
• Identify and profile prospective funders and donors and maintain fundraising pipeline.
• Manage budget tracking, financial statements, and compliance calendar with accounting partners.
• Prepare board meeting materials, consultant/vendor agreements, and maintain SOPs and shared drives.

Skills

Nonprofit operations

Finance & administration

Prospect research

Grant writing

Organizational skills

Excel/Google Sheets

English proficiency

Tools

QuickBooks Online

Excel/Google Sheets

Job description

ARC - Artists at Risk Connection

is a nonprofit international organization working for the security and protection of artists and cultural workers under threat, as well as to defend and advance artistic freedom globally. ARC provides direct emergency and resilience grants to artists and cultural workers under threat, international advocacy, security resources and training, and referrals to partner organizations worldwide. Since 2017, ARC has assisted more than 2,300 artists from over 85 countries, including direct assistance via over 1,000 emergency grants, resilience grants, and fellowships. Founded as an initiative of PEN America, ARC became an independent 501(c)(3) nonprofit in late 2024.

The Operations & Development Associate will support ARC’s Executive Director with fundraising research, financial administration and compliance, and organizational planning as ARC enters its next phase as an independent organization, building its own operating infrastructure and redesigning its direct protection model. Working closely with ARC leadership, the Board of Directors, and ARC’s accounting partners, the Associate will help strengthen ARC’s fundraising pipeline, keep ARC’s finances and compliance obligations on track, and support internal planning and decision-making.

The ideal candidate is organized, detail-oriented, a strong researcher and writer, and comfortable moving between hands-on administration, prospect research, and practical analysis. Success in this role will be reflected in a well-researched, actively maintained fundraising pipeline; accurate financial records; on-time filings and reporting; clear information for leadership and the Board; and well-documented systems to support institutional knowledge transfer.

RESPONSIBILITIES

Planning & Strategy Support (20-25%)

• Support the Executive Director and Board in developing ARC’s three-year strategic plan, including background research, synthesizing stakeholder input, and drafting planning materials
• Coordinate planning sessions, including Board retreat, by preparing agenda and materials, as well as documenting outcomes and decisions
• Support annual organizational planning and budgeting, including budget scenarios and cost and capacity assessments of proposed initiatives

Development Research Support (30-35%)

• Research and identify prospective foundations, family foundations, individual donors, and philanthropic networks whose funding interests align with ARC's mission and priorities
• Prepare prospect profiles, including funding priorities, grantmaking history, relevant contacts, existing connections, and potential opportunities for engagement
• Maintain and update ARC's fundraising pipeline, tracking prospects, outreach, application deadlines, relationship history, and follow-up actions
• Monitor funding opportunities, calls for proposals, and emerging philanthropic initiatives relevant to artist protection and artistic freedom
• Support the Executive Director, who leads funder and donor relationships, in preparing grant applications, letters of inquiry, concept notes, donor briefings, and other fundraising materials
• Coordinate follow-up on fundraising commitments and introductions made by Board members

Finance & Compliance (25-30%)

• Prepare payment requests for Executive Director approval, maintain financial records, code and allocate expenses, and serve as primary liaison with ARC’s accounting firm on monthly reconciliations and financial statements
• Track spending against the Board-approved budget and restricted grants
• Maintain ARC’s compliance calendar (e.g., Form 990, New York CHAR500, 1099s, annual financial review) and coordinate with accounting and legal partners
• Prepare proposal budgets and financial information for grant applications and reports

Governance and Administrative Support (10-15%)

• Coordinate quarterly Board and committee meeting materials, minutes, and follow-up
• Draft and review consultant and vendor agreements, scopes of work, and partner MoUs for Executive Director approval, and coordinate onboarding and offboarding as needed
• Maintain ARC’s shared drives, trackers, and standard operating procedures

All final decisions, financial approvals, external communications, and supervisory authority remain with ARC.

Additional responsibilities may be added only by mutual written agreement, with a corresponding adjustment to priorities, timelines, and/or fees.

QUALIFICATIONS

Required Qualifications

• Minimum of 4–6 years in direct nonprofit operations, finance,administration or development
• Hands‑on experience with nonprofit budgets, payment processing, and restricted grant tracking
• Demonstrated research and analytical skills, including the ability to identify and assess prospective funders, donors, and institutional partners
• Excellent writing and editing skills, with experience preparing grant proposals, concept notes, research briefs, donor materials, or similar documents
• Strong organizational skills, with the ability to work independently and manage competing priorities, with sound judgment and discretion in handling sensitive information
• Proficiency with QuickBooks Online or comparable software, and strong Excel or Google Sheets skills
• Professional fluency in written and spoken English

Preferred (but Not Required) Qualifications

• Familiarity with U.S. nonprofit finance and compliance requirements, such as Form 990 preparation, financial reviews or audits, or New York charitable registration
• Experience supporting a nonprofit Board of Directors or strategic planning process
• Experience conducting philanthropic prospect research, including foundation research, donor identification, and analysis of grantmaking priorities
• Experience supporting institutional fundraising, grant applications and donor cultivation
• Familiarity with international payments, grants to individuals, or artistic freedom and human rights work
• Proficiency in French or Spanish

LOCATION

This is a fully remote, part-time contract role open to qualified candidates based in the United States or internationally. Candidates must be available for regular collaboration during overlapping U.S. Eastern Time and Central European Time business hours. .