Philanthropy Assistant-Stewardship and Events

Philanthropy Assistant-Stewardship and Events

Under the general supervision of the Director of Donor Relations, provides administrative support as assigned in the Portland Museum of Art’s (PMA’s) Philanthropy department, and serves as lead assistant for donor stewardship and special events. Contributes to the operation of the department in meeting the fundraising and constituent relationship priorities of the PMA’s mission and Strategic Plan.

The PMA is an equal opportunity employer and values diversity at our museum. We do not discriminate on the basis of race, color, religion, national origin, ancestry, age, sex, sexual orientation, physical or mental disability, veteran status, status as a whistleblower, marital status, gender identity or expression, genetic information, or any other basis prohibited by applicable law.

Position Type: 
Staff Positions
Philanthropy Department/External Affairs
Reports to: 
Director of Donor Relations
Essential Job Functions: 
  • Assists the Director of Donor Relations and the Philanthropy team with preparation, logistics, implementation, and timely follow-up for donor stewardship and cultivation events, facility rentals, and donor travel program including invitations; RSVP tracking; communications and briefings; vendor arrangements; post-event debriefing, data entry and recordkeeping; and donor follow-up. Staffs events and provides assistance as assigned, including set-up, donor check-in, and logistics; serves as a day-of contact during events for facility rental clients and PMA staff as needed.
  • Assists the Director of Donor Relations and the Philanthropy team with timely generation of actionable items such as acknowledgment letters; flowers and personalized communications; event follow-up; targeted list-pulls for events; and additional stewardship projects as assigned.
  • Coordinates administrative tasks as assigned by the Director of Donor Relations such as revenue and expense tracking, event invoicing, calendar management, committee coordination, and documentation. Assists the Deputy Director and Director of External Affairs, and other Philanthropy staff as needed.
  • In conjunction with the other division support staff, assists with mailings and reports; manages calendars; assists with meetings including scheduling, taking notes, preparing and distributing materials, presentations, correspondence and minutes; and other administrative duties as assigned.
  • Enters data including contact reports and ensures data entry of cultivation plans and other donor materials, according to established protocols. Works with the database system, entering and querying data. Implements solicitation and acknowledgement processes according to established protocols.
  • Serves as a departmental resource for navigating the PMA’s forms, paperwork, procedures, and communications systems. Completes Project Initiation Forms (PIFs), and coordinates PIFs with related purchase orders and Event Request Forms. Collaborates with departmental staff on planning, communications and recordkeeping processes to support the department goals of keeping projects on time and within budget.
  • Fields and responds to inquiries, both public and internal, regarding membership and events. Assists with mailings and reports such as solicitations, event mailings, annual report, and committee reports.
  • Provides administrative assistance in other areas of external affairs, fielding phone inquiries, problem solving, and providing internal customer support. Serves as a resource to train and guide new support staff throughout PMA.
  • Fosters relationships and builds philanthropy with patrons at the PMA, as defined by displaying behavior that welcomes all individuals contacted during work.
  • Supports the PMA’s strategic goal to advance a culture of inclusivity and diversity
  • Performs special projects and other related duties as required, directed, or as the situation dictates.
  • Complies with all Portland Museum of Art safety rules and procedures.
Supervisory Responsibility: 
Education and Experience: 
Bachelor’s Degree in a related field with experience in event coordination and professional writing preferred. Valid State of Maine Class C Driver’s License required. Experience in a museum, fundraising, or philanthropy environment is preferred.
  • Ability to perform all work according to best practice standards and to the Association of Fundraising Professionals’ Donor Bill of Rights.
  • Excellent office management skills with considerable knowledge of office practices and procedures.
  • Ability to multi-task, organize work and meet deadlines with careful attention to detail in a fast-paced, collaborative environment.
  • Ability to operate computers and assigned software, including Microsoft Office, production management software such as Basecamp; Altru and other reporting software.
  • Strong writing, editing, and proofreading skills, including ability to adhere to PMA brand charter and style guide.
  • Strong interpersonal and communication skills; ability to assist donors in person, over the phone and via email.
  • Ability to establish, maintain, and foster positive and harmonious working relationships with coworkers and a variety of individuals contacted during work.
  • Ability to handle sensitive and confidential information with discretion.
  • Ability to pass a criminal background check.
Working Conditions: 
  • The majority of work is performed in a normal office environment not subject to extremes of noise, temperature, odor, etc. Operates computer, printer, photocopier, typewriter, fax machine, laminating machine, and other office equipment. Work involves extended sitting, computer use, and small muscle tasks. Evening and weekend work required at events. Local driving required for errands and event set-up.
The position Philanthropy Assistant-Stewardship and Events is a full-time, full-benefits, hourly, non- exempt, employment-at-will position.
To Apply: 
Please email cover letter, résumé, and completed PMA Application for Employment, available at , to HR Director at: Job applications will be accepted electronically only and will be reviewed on a rolling basis until the position is filled.

To Apply

Please email cover letter, résumé, and completed PMA Application for Employment, available at , to HR Director at: Job applications will be accepted electronically only and will be reviewed on a rolling basis until the position is filled.