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Assistant to the Executive Director [Associates of the Boston Public Library]

Posted by Tegan Kehoe on August 18, 1974 in job announcements |

Apply by September 15, 2014

Founded in 1972, The Associates of the Boston Public Library is an independent non-profit organization dedicated to conserving the Boston Public Library’s Special Collections of rare books, manuscripts, prints and drawings, music scores, works of art, and other items of significant historic interest. The Associates’ mission is to ensure continued public access to these irreplaceable treasures by underwriting their conservation, cataloging, digitization, and exhibition. This work is accomplished under the aegis of the David McCullough Conservation Fund and the William O. Taylor Fund.

The Associates’ signature fundraising event, Literary Lights, is a black tie dinner honoring outstanding authors from New England. The organization also hosts the Hundred-Year Retroactive Book Award competition, where three writers debate the respective merits of best sellers published one hundred years ago. The Associates also annually awards a Children’s Writer-in-Residence fellowship to an emerging author. For more information, please see: www.TheAssociates.org, www.Facebook.com/AssociatesBPL, and/or www.Twitter.com/AssociatesBPL.

Key Responsibilities

Reporting to the Associates’ Executive Director, the candidate will provide administrative support to ensure that office operations run smoothly. The candidate will be an active partner in the Associates’ fundraising efforts. Working closely with the Executive Director, the Fundraising Committee, and the Associates Board of Directors, the candidate will oversee day-to-day development activities, including maintaining donor records, gift processing, and donor correspondence. The candidate will also play a crucial role in planning for events of varying sizes, from the annual 400-person gala to small cultivation events and private donor tours. Job responsibilities include, but are not limited to:

Fundraising

- Coordinates mass mailings, including annual appeal and membership drives
- Enters donations into Raiser’s Edge and maintains accurate donor and prospect data
- Drafts acknowledgement letters, stewardship letters, and other donor correspondence
- Researches current donors, and corporate, foundation and individual prospects
- Assists with grant research, proposals, and reports
- Tracks, analyzes, and reports on fundraising progress
- Maintains positive relationships with donors and cultivates prospective donors through regular communication

Event Management

- Compiles invitation lists with input from the event planning committee and Board Chairman
- Tracks RSVPs and reports progress to event co-chairs
- Serves as the primary point of initial contact for the planning committee and guests
- Assists with planning logistical details and event follow-up
- Assists with event publicity, including e-blasts and posting on local calendar websites
- Staffs Associates events

General
- Organizes and maintains files, databases, and office records
- Coordinates monthly Board meetings by sending meeting reminders, soliciting lunch orders, arranging for AV needs, creating agendas, and compiling meeting materials
- Tracks submissions to the Children’s Writer-in-Residence program and answers applicants’ questions
- Assists with PR/ communications efforts, including updating the website and social media
- Assists in drafting written materials, including invitations, press releases, and newsletters
- Assists in preparing financial documents, reconciliations, and analyses
- Interacts with Board members, donors, volunteers, and the public to answer questions
- Assists with special projects
- Oversees occasional volunteers
- Answers telephone and e-mail inquiries, schedules meetings, sorts mail, makes photocopies, orders supplies, submits catering requests and other duties, as assigned

Qualifications:
- A bachelor’s degree, preferably in a humanities field
- 2-4 years of fundraising or related work experience at a non-profit organization
- Strong computer skills, including an intermediate level of experience with Microsoft products (Excel, Word, Outlook and Publisher), and some experience with Raiser’s Edge
- Exceptional writing, editing and proofreading skills
- Excellent verbal communication and relationship management skills
- Strong technical, analytical and organizational skills, with a keen attention to detail
- Ability to work as part of a team with regular collaboration and communication
- Ability to take initiative, meet deadlines and work under pressure on multiple priorities
- Ability to exercise sound judgment, diplomacy and discretion in handling confidential information with tact and professionalism
- Strong work ethic and high self-motivation
- Pleasant disposition and sense of humor
- Ability to lift 30 pounds
- Must successfully clear a Criminal Offenders Record Information (CORI) check
- There are no residency requirements
How To Apply:

Interested candidates should email a cover letter and resume to associates@bpl.org. In the email subject header, please write “Job Application.” Alternatively, the materials can be mailed to: Personnel Committee, The Associates of the Boston Public Library, 700 Boylston Street, Boston, MA 02116. Please do not submit both electronic and hardcopy materials. No phone calls please.
Apply by:
September 15, 2014
About this Organization:
Founded in 1972, The Associates of the Boston Public Library is an independent non-profit organization dedicated to conserving the Boston Public Library’s Special Collections of rare books, manuscripts, prints and drawings, musical scores, works of art, and items of significant historic interest. The Associates mission is to ensure continued public access to these irreplaceable treasures by underwriting their cataloging, repair, restoration, digitization, and exhibition.

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