Administrative Coordinator, President's Office

PAFA is looking for a sharp, proactive, and highly organized Administrative Coordinator to join our team. This pivotal role supports both the President & CEO and our Development department - perfect for someone who thrives in a fast-paced environment, is detail-driven, and enjoys balancing administrative excellence with mission-focused fundraising support.

ABOUT PAFA

Founded in 1805, the Pennsylvania Academy of the Fine Arts (PAFA) is America's first school and museum of fine arts. Located in the center city of Philadelphia, PAFA is intimate in scale with a strong sense of community. PAFA offers several non-degree and certificates in studio art and art appreciation programs. PAFA's museum has an outstanding collection of American art, and the museum actively collects and exhibits contemporary art, including work in new media. Additionally, PAFA is home to the Brodsky Center, a print and papermaking center focused on the creation of innovative editions by contemporary artists.

PAFA is an Equal Opportunity Employer committed to an environment that welcomes and encourages recruiting and retaining qualified candidates from diverse groups. PAFA provides equal opportunity to applicants without regard to race, color, religion, gender identity/expression, sexual orientation, national or ethnic origin, age, disability, or status as a veteran.

POSITION: Administrative Coordinator

The Administrative Coordinator is responsible for providing comprehensive support to the President & CEO, serving as a liaison to the Board of Trustees, Senior Staff, and other high-level stakeholders. Reporting directly to the President & CEO, the Administrative Coordinator provides executive support in a one-on-one working relationship and partners with the Development team to carry out a variety of essential duties. This dynamic position requires the ability to anticipate needs, think critically, and offer solutions to problems with a high level of professionalism and confidentiality.

With responsibilities in both executive administration and development operations, the Coordinator must have the ability to work independently on tasks and projects, from conception to completion, and thrive in a multi-faceted role which requires the ability to handle a wide variety of activities and confidential matters with discretion. Within development operations, essential duties and responsibilities include membership and development gift entry, fulfillment and reporting, assistance with fundraising appeals as well as cultivation and stewardship activities.

ESSENTIAL DUTIES AND RESPONSIBILITES

The Administrative Coordinator will provide support to the President and CEO, and have responsibilities within development operations and administration. Specific duties include:

President's Office

• Provide sophisticated calendar management for the President & CEO. Prioritize inquiries and requests while troubleshooting conflicts; make judgements and recommendations to ensure smooth day-to-day engagements.
• Complete a broad variety of administrative tasks that facilitate the President & CEO's ability to effectively lead the organization, including: assisting with special projects; designing and producing complex documents, reports, and presentations; collecting and preparing information for meetings with staff and outside parties; composing and preparing correspondence; maintaining contact lists; making travel arrangements; and completing expense and mileage reports.
• Serve as the primary point of contact for internal and external constituencies on all matters pertaining to the President & CEO, including those of a highly confidential or critical nature. Researches and prioritizes before determining the appropriate course of action, referral, or response, exercising judgement to reflect President & CEO's style and organization policy.
• Communicates directly, and on behalf of the President, and responds to emails/texts/phone calls outside normal business hours, as needed.
• Act as a liaison and provide support to the Board of Trustees. Arrange and handle all logistics for Board meetings and events: schedule meetings; draft agendas; develop, compile, and distribute presentation materials; and record meeting minutes on behalf of Board officers. Adhere to compliance with applicable rules and regulations set in bylaws regarding Board matters.
• Work closely with the President & CEO to keep them well informed of upcoming commitments and responsibilities, following up appropriately. Serve as a monitor creating a win-win situations for direct access to the President's time and office. Conserve the President's time by reading, researching, collecting and analyzing information as needed, in advance.
• Coordinate all senior staff team meetings and retreats and assist with other meetings and events as needed.
• Provide "gatekeeper" and "gateway" role, providing a bridge for smooth communication between the President and team, demonstrating leadership to maintain credibility, trust, and support with the senior staff. Complete projects by assigning work to appropriate staff, including the senior staff, on behalf of the President & CEO.
• Work with the senior staff to coordinate the President & CEO's outreach activities. Follow up on contacts made by the President & CEO to cultivate ongoing relationships.
• Maintain discretion and confidentiality in relationships with all Board members. Comply with administrative rules set in bylaws regarding the Board and Board committee matters.
• Ad hoc duties as required.

Development

• Process all gifts and maintain accurate constituent records
• Prepare gift acknowledgments, membership cards, renewal notices, pledge reminders, and other correspondence in a timely manner
• Act as the main contact for development and member inquiries, responsible for member services fulfillment
• Coordinate regular activities of the membership program, including standard list pulls, email template development, and event webpage updates
• Create and execute project plans for in-house membership events, such as tours and lectures
• Assist with solicitation activities, such as fall gala auction organization, Women's Committee dues organization, and other basic appeals.
• Assist with cultivation and stewardship events and activities, including event registration
• Provide general administrative support to the Senior Director of Development, including scheduling, communications, and meeting support
• Prepare meeting minutes and materials for Development Committee
• Serve as a department liaison with the Finance Department, including tracking expense and revenue budgets as well as pledges receivable, and submitting departmental purchase orders
• Assist with solicitation materials, presentations, and proposals as needed
• Assist with prospect research and other projects as assigned
• Attend PAFA special events and other duties as assigned

QUALIFICATIONS

• Bachelor's Degree
• Strong work tenure: five to 10 years of experience supporting C-Level Executives, preferably in a non-profit organization or development operation.
• Strong organizational skills that reflect ability to perform and prioritize multiple tasks with excellent attention to detail.
• Proven ability to build relationships with stakeholders, including staff, board members, external partners, and donors.
• Experience and interest in internal and external communications and fundraising.
• Demonstrated ability to handle confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of service and response
• Team player, but also has the ability to think and work independently
• Pleasant phone manner, with prompt and courteous customer service skills
• Expert proficiency with Microsoft Office and Google Email and Calendaring; ability to design and edit graphic presentations and materials.
• Prior experience working with constituent data management systems; Raiser's Edge NXT and NetCommunity preferred