Fund Raising Coordinator

Position Type: Full Time / Exempt Location: Anaheim, California
HR Contact: Human Resources Date Posted: 9-7-2017

Reports To: Chairman, Board APACF Annual Salary: DOE

POSITION SUMMARY

Reporting directly to Chairman of the Board for Non Profit APACF, works independently ensuring that all available opportunities for raising funds for the Non Profit efforts as it relates to ongoing support as well as the targeted project of a world class performing arts center are successfully identified, sourced, exploited and maintained, contributing to the financial viability and overall sustainability of the organization.

Overall

  • To develop and implement a fundraising plan for the organization which will achieve the goals for sustainable funding, the development of projects, and delivery of core operations

  • To develop and implement a fundraising strategy that will achieve funding for the major milestones of the performing arts campus initiative

  • To work in partnership with the Board, Committees and other members of staff to achieve the organizations aims and ensure stability and longevity is in place

  • To acquire and develop a strong fundraising portfolio methods with staff, stakeholders and relevant contacts

  • To identify and develop suitable fundraising opportunities, new projects and funds

  • To cultivate and nurture successful and productive relationships with current and potential corporate/foundation sponsors and individual donors

  • To accurately monitor fundraising progress and produce quality reports for internal and external parties when required

  • To write compelling grant proposals and bids to corporate, foundation and government funders

  • To expand the APACF network through the development of new and beneficial relationships

  • To contribute to APACF promotional articles and publications to raise awareness of the work and the organization’s aims

  • To contribute to the APACF communication strategy (in relation to fundraising) as required

  • To represent and be the ‘face’ of APACF to the corporate world

  • To attend and participate in necessary meetings e.g. conferences, seminars, roundtables, local government officials and other supporting organizations

  • To network effectively and ensure APACF is maximizing opportunities for funding and development at all times

  • To maintain organized and efficient records of all activities and contacts

  • To maintain an up to date awareness of APACF activities so that fundraising activities are appropriate and informed correctly to the Board, Committees and other dependent partners

  • A commitment to working for the voluntary sector

  • An understanding of performing arts center culture and impact on people, and of performance issues in general

  • A network of contacts and potential funders to bring to the organization

  • Experience of organizing and contributing to events

  • Proven relationship building skills, with the ability to engender trust and loyalty from involved parties

  • An understanding of how performing arts agencies operate with some knowledge of relevant legislation and regulation around surrounding 501c3 requirements

  • The ability to calmly manage several strands of work at the same time

  • Strong report writing skills

  • An understanding of budgets

  • Excellent communication skills; written and verbal

  • Excellent presentation skills

  • A demonstrated high level of drive whether working as an individual or as part of a team

  • Strong and proven influencing and negotiating skills

  • The willingness/ability to work occasional weekends and unsocial hours and to travel as required

Talent

  • May assist with coaching and training volunteers and staff around funding and fund raising

  • Meet individual performance goals and contribute to organizations performance

Process

  • Process and compliance to 501c3 operational and administrative requirements

  • Use effective listening skills to gather information to identify external dependencies needs and

    determine appropriate actions for resolution

  • Maintain data integrity by verifying and updating records accurately and efficient. Prepare and submit completed reporting and research packages

Required Knowledge, Skills and Abilities:

  • 4+ years of executive assistant experience with a Non Profit organization

  • Current knowledge of 501c3 regulations

  • Working knowledge Online systems and Social Media links as it relates to .org requirements

  • Demonstrated ability to cope with a rapidly changing environment.

  • Highly motivated, self directed, proactive, self-disciplined and team-oriented.

  • Ability to work independently and under pressure in a fast-paced and dynamic environment handling multiple competing tasks simultaneously to closure.

  • Excellent oral and written communication and interpersonal skills, strong work ethic, and critical thinking skills.

Proficient in MS Office including Excel, Word and PowerPoint

  • High School diploma or equivalent
  • 3-5 years experience in executive assistant roles and administration
  • 3-5 years experience with start up of small to mid size / high growth environments
  • Minimal Project experience
  • Strong knowledge of 501c3 and tax exempt guidelines
  • MS Office (PowerPoint, Word, Outlook) experience
  • Basic technological platform experience

Culture – Is passionate about the values and strategy of the organization. Takes ownership in both execution and that the execution is carried out upholding organization values and long term vision.

  • Uses organization values and integrity as guiding principles to drive behaviors and decisions

  • Is focused, dedicated and always does what's best for the customer, the team and the organization

  • Collaborates with team to establish and execute goals. Takes initiative to help others to ensure team goals are met. Presents a positive disposition and maintains constructive interpersonal relationships built on trust and credibility

  • Takes ownership of decisions, applying lessons learned when mistakes are made. Treats problems as opportunities for development

  • Provides and receives feedback, acknowledges contributions and shares alternatives in situations for development

Customer Partnership – Establishes positive working relationships with internal and external customers by anticipating customer needs and ensuring a positive customer outcome as a number one priority.

  • Partners with the customer and/or vendor to understand their business strategy and needs, then executes on imagination and exceeds customer expectations

  • Asks questions, listens carefully and follows up to clarify the customer’s needs

  • Shares appropriate information with the customer to minimize surprises and build an understanding

    of capabilities, challenges and opportunities

  • Agrees on a clear course of action, acts promptly and goes above and beyond to exceed the customer's expectations in completing deliverables and solving customer issues

  • Takes personal responsibility for customer service challenges, correcting them quickly and in a positive manner to build loyalty and trust

Communication – Effectively communicates with all levels in and outside the organization to ensure complete understanding and the open exchange of ideas.

  • Effectively guides interactions by setting a purpose, asking for and providing clarification, and facilitating agreement to reach the objective

  • Asks questions, listens carefully and follows up to clarify the situation and determine overall needs

  • Actively listens, remains open and is fully engaged in the communication, and uses questions and

    non-verbal’s to show understanding

  • Provides clear and timely communication, explaining rationale. Keeps others informed, communicating the next steps and as well as potential opportunities and challenges

  • Identifies and addresses differences by objectively considering all perspectives and encouraging a mutually beneficial solution for all individuals and the organization

Change Agent - Actively participates in and promotes flexibility, change and innovation as requirements for continued success.

  • Challenges the status quo by asking “what if” questions, looking for creative solutions and taking calculated risks to improve business and processes

  • Asks questions to gain understanding of change and how it will benefit the customer and the organization. Anticipates and addresses others' concerns, supporting their perspectives and encouraging input and open communication

  • Appropriately executes change, evaluating and following up on the change process, implementing lessons learned and ensuring that the change remains in alignment with the organization’s strategy and vision

  • Anticipates opportunities for change in systems, processes and structure. Can make connections between previously unrelated items

  • Handles uncertainty well, maintains a positive outlook and can act and make decisions when things are not perfectly clear

Execution – Focused and dedicated to pursue excellence, demonstrating a commitment to action by taking ownership and following through on decisions. Continually executes to drive overall business results. Sets the highest standards of excellence and feels personally responsible to ensure goals and expectations are met.

  • Works with initiative and self-motivation to achieve set objectives by taking appropriate action without waiting for direction

  • Gathers and interprets information, and works through all alternatives. Solves problems with a sense of urgency by recognizing opportunities, understanding threats and acting quickly to overcome barriers and reach a solution

  • Goes above and beyond to ensure the highest quality of work by remaining dedicated and providing the energy needed to produce an accurate and complete deliverable

  • Effectively organizes time to complete work by prioritizing critical tasks, communicating expected results and timeframes, following up and staying focused on the end result

Detail Oriented - Values and maintains a high level of attentiveness to the intricate actions that support projects. Works to ensure that the steps and requirements for action plans are clearly understood and acted upon.

  • Evaluates and pursues the consequences of change to assure consistency throughout

  • Ensures that projects are accurate and complete before delivery to internal or external customers

  • Documents and follows through on agreed-upon actions

  • Makes sure that all relevant documents are correct, current and consistent

  • Clearly communicates action plans to all relevant parties

Problem Solver – Collects data in order to determine the root causes of problems and implement corrective actions to address them. Identifies multiple potential solutions to a problem based on the analysis of data.

  • Develops a logical approach to analyzing and solving problems

  • Analyzes and anticipates the potential impact of decisions

  • Identifies approaches to business needs that may be satisfied by standard or non-standard approaches

  • Recognizes discrepancies between what is happening and what should be happening
  • Gathers information from diverse sources to clarify the problem

Manages Scope – Carefully works with key stakeholders of a project to define a realistic, doable scope of work. Applies processes and procedures to plan, schedule and control a project to ensure that efforts do not go beyond what is required by the plan.

  • Arranges operations so tasks are performed in a logical and efficient sequence to accomplish the goal

  • Builds solid working relationships with management, business partners, customers and other stakeholders to discuss and define the project's goals and deliverables

  • Clarifies project goals and expectations before starting the work

  • Reviews the defined goals and objectives regularly with others to ensure that the project remains on target with the customer's expectations

  • Manages project schedule, including time and personnel resources, effectively

  • Utilizes project resources to best accomplish organizational goals. Uses appropriate materials, management tools and techniques

Negotiation – Effectively explores alternatives and positions to reach outcomes that gain the support and acceptance of all parties.

  • Clarifies the current situation - Explores all parties' needs, concerns and initial positions, including own

  • Identifies points of agreement/disagreement - Builds common ground by highlighting areas of agreement; focuses efforts by pointing out areas of disagreement

  • Keeps discussions issue oriented - Manages the interpersonal process to stay focused on the task; constructively addresses emotions and conflict

  • Develops others' and own ideas - Engages in mutual problem solving by brainstorming alternative positions or approaches and evaluating them openly and fairly

  • Builds support for preferred alternatives - Builds value of preferred alternatives by relating them to the other party's needs; responds to objections by emphasizing value; exposes problems with undesirable alternatives

  • Facilities agreement - Seeks a win-win solution through a give-and-take process that recognizes each party's core needs

Resilient – Refuses to be distracted by obstacles, irrelevant tasks or unimportant stimuli. Recognizes setbacks as learning opportunities or chances to fine tune processes and procedures toward effective results. Remains emotionally positive and stable in all situations.

  • Maintins a positive attitude despite a difficult situation

  • Bounces back quickly after setbacks; regroups to determine best course of action

  • Persists in the face of obstacles

  • Rebounds and learns quickly from setbacks

  • Continues to pursue course of action when confronted with disagreement or conflict

Analytical Thinker – Works to understand a complex situation, issue, or problem by breaking it down into smaller fragments. Traces its implications or consequences by using a step-by-step approach. Designs, implements and/or connects critical work processes.

  • Actively seeks input from diverse perspectives. Considers multiple sources of information and weighs them appropriately when making decisions

  • Anticipates the consequences of and thinks through solutions, determining the long and short term impact of those decisions, and documenting critical action steps

  • Identifies commonalities in seemingly different situations based on knowledge and experience

  • Systematically breaks down unclear issues by asking questions and assessing risks

  • Sees the organization in terms of critical and highly interrelated work processes. Assures implementation success by building and connecting processes within the organization

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to talk or hear. The employee frequently is required to walk and sit. The employee is occasionally required to stand.

The associate must occasionally lift and/or move up to 10 pounds. Specific vision abilities required by this job include close, vision, vision and peripheral vision, depth perception and the ability to adjust focus

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The noise level in the work environment is usually quiet.

To apply for this position, please send us your cover letter and resume.

 [email protected]

 


 

Executive Assistant

Position Type: Full Time / Exempt Location: Anaheim, California
HR Contact: Human Resources Date Posted: 9-7-2017

Reports To: Chairman, Board APACF Annual Salary: DOE

POSITION SUMMARY

Reporting directly to Chairman of the Board for Non Profit APACF, works independently ensuring that all available opportunities for raising funds for the Non Profit efforts as it relates to ongoing support as well as the targeted project of a world class performing arts center are successfully identified, sourced, exploited and maintained, contributing to the financial viability and overall sustainability of the organization.

Overall

  • Provides wide range of complex office administration and support to the Non Profit
  • Serves as principal administrative contact and liaison with all constituents and external contacts, typically including city, government and media agencies
  • Develops, implements and administers departmental office systems and procedures. Establishes office procedures, policies and operations. Interprets and communicates policies and processes
  • Monitors budget including tracking expenditures and providing reports. May prepare spreadsheets for budgets, grants or contracts, including tracking and maintaining expenditures and reconciling accounts; uses budget tool.
  • Prepares financial reports using on-line financial systems, or oversees and directs the work of an associate or a partnering vendor preparing the reports
  • Maintain personnel records while the Non Profit is under 20 employees (Part Time and/or Full Time)
  • Reviews, assesses, routes, answers and monitors follow up action steps on correspondence. Gathers and analyzes information required for administrative reporting
  • Provides wide ranges of support including: keyboarding, composing and editing letters, memoranda, reports, lecture/course materials, presentations, cases
  • Prepares copy for publication or submission of grants, proposals and/or reports
  • Uses multiple technical applications including word processing, database management, spreadsheets, graphics and presentation software, electronic calendar, email, and other technical/scientific applications. Uses Internet, may include web maintenance and design
  • Serves as principal contact and source of information for the Board, staff, committee members, partners and external customers
  • Manages complex calendars, arranges for meetings, appointments and travel arrangements
  • Coordinates events, including meetings, conferences, seminars, and charrettes
  • Purchases and maintains inventory of supplies for office or events
  • Performs library/research work and summarizes findings
  • Creates and maintains filing system(s)
  • Answers and routes phone calls, mail and e-mail messages and may handle wide-range information dissemination
  • May assist in training, scheduling, and distributing work of committee members, volunteers and staff
  • May coordinate Board and Committee recruitment and/or promotion processes
  • May be responsible for obtaining permissions and copyright registration (if applicable)

Talent

  • May assist with coaching and training volunteers and staff
  • Meet individual performance goals and contribute to organizations performance

Process

  • Process and compliance to 501c3 operational and administrative requirements
  • Use effective listening skills to gather information to identify external dependencies needs and determine appropriate actions for resolution
  • Maintain data integrity by verifying and updating records accurately and efficientl. Prepare and submit completed reporting and research packages

Required Knowledge, Skills and Abilities:

Proficient in MS Office including Excel, Word and PowerPoint

  • 4+ years of executive assistant experience with a Non Profit organization

  • Current knowledge of 501c3 regulations

  • Working knowledge Online systems and Social Media links as it relates to .org requirements

  • Demonstrated ability to cope with a rapidly changing environment.

  • Highly motivated, self directed, proactive, self-disciplined and team-oriented.

  • Ability to work independently and under pressure in a fast-paced and dynamic environment handling multiple competing tasks simultaneously to closure.

  • Excellent oral and written communication and interpersonal skills, strong work ethic, and critical thinking skills.

  • High School diploma or equivalent

  • 3-5 years experience in executive assistant roles and administration

  • 3-5 years experience with start up of small to mid size / high growth environments

  • Minimal Project experience

  • Strong knowledge of 501c3 and tax exempt guidelines

  • MS Office (PowerPoint, Word, Outlook) experience
  • Basic technological platform experience

Culture – Is passionate about the values and strategy of the organization. Takes ownership in both execution and that the execution is carried out upholding organization values and long term vision.

  • Uses organization values and integrity as guiding principles to drive behaviors and decisions

  • Is focused, dedicated and always does what's best for the customer, the team and the organization

  • Collaborates with team to establish and execute goals. Takes initiative to help others to ensure team goals are met. Presents a positive disposition and maintains constructive interpersonal relationships built on trust and credibility

  • Takes ownership of decisions, applying lessons learned when mistakes are made. Treats problems as opportunities for development

  • Provides and receives feedback, acknowledges contributions and shares alternatives in situations for development

Customer Partnership – Establishes positive working relationships with internal and external customers by anticipating customer needs and ensuring a positive customer outcome as a number one priority.

  • Partners with the customer and/or vendor to understand their business strategy and needs, then executes on imagination and exceeds customer expectations

  • Asks questions, listens carefully and follows up to clarify the customer’s needs

  • Shares appropriate information with the customer to minimize surprises and build an understandingof capabilities, challenges and opportunities

  • Agrees on a clear course of action, acts promptly and goes above and beyond to exceed the customer's expectations in completing deliverables and solving customer issues

  • Takes personal responsibility for customer service challenges, correcting them quickly and in a positive manner to build loyalty and trust

Communication – Effectively communicates with all levels in and outside the organization to ensure complete understanding and the open exchange of ideas.

  • Effectively guides interactions by setting a purpose, asking for and providing clarification, and facilitating agreement to reach the objective

  • Asks questions, listens carefully and follows up to clarify the situation and determine overall needs

  • Actively listens, remains open and is fully engaged in the communication, and uses questions and

    non-verbal’s to show understanding

  • Provides clear and timely communication, explaining rationale. Keeps others informed, communicating the next steps and as well as potential opportunities and challenges

  • Identifies and addresses differences by objectively considering all perspectives and encouraging a mutually beneficial solution for all individuals and the organization

Change Agent - Actively participates in and promotes flexibility, change and innovation as requirements for continued success.

  • Challenges the status quo by asking “what if” questions, looking for creative solutions and taking calculated risks to improve business and processes

  • Asks questions to gain understanding of change and how it will benefit the customer and the organization. Anticipates and addresses others' concerns, supporting their perspectives and encouraging input and open communication

  • Appropriately executes change, evaluating and following up on the change process, implementing lessons learned and ensuring that the change remains in alignment with the organization’s strategy and vision

  • Anticipates opportunities for change in systems, processes and structure. Can make connections between previously unrelated items

  • Handles uncertainty well, maintains a positive outlook and can act and make decisions when things are not perfectly clear

Execution – Focused and dedicated to pursue excellence, demonstrating a commitment to action by taking ownership and following through on decisions. Continually executes to drive overall business results. Sets the highest standards of excellence and feels personally responsible to ensure goals and expectations are met.

  • Works with initiative and self-motivation to achieve set objectives by taking appropriate action without waiting for direction

  • Gathers and interprets information, and works through all alternatives. Solves problems with a sense of urgency by recognizing opportunities, understanding threats and acting quickly to overcome barriers and reach a solution

  • Goes above and beyond to ensure the highest quality of work by remaining dedicated and providing the energy needed to produce an accurate and complete deliverable

  • Effectively organizes time to complete work by prioritizing critical tasks, communicating expected results and timeframes, following up and staying focused on the end result

Detail Oriented -Values and maintains a high level of attentiveness to the intricate actions that support projects. Works to ensure that the steps and requirements for action plans are clearly understood and acted upon.

  • Evaluates and pursues the consequences of change to assure consistency throughout

  • Ensures that projects are accurate and complete before delivery to internal or external customers

  • Documents and follows through on agreed-upon actions

  • Makes sure that all relevant documents are correct, current and consistent

  • Clearly communicates action plans to all relevant parties

    Problem Solver – Collects data in order to determine the root causes of problems and implement corrective actions to address them. Identifies multiple potential solutions to a problem based on the analysis of data.

  • Develops a logical approach to analyzing and solving problems

  • Analyzes and anticipates the potential impact of decisions

  • Identifies approaches to business needs that may be satisfied by standard or non-standard approaches

  • Recognizes discrepancies between what is happening and what should be happening

  • Gathers information from diverse sources to clarify the problem

    Manages Scope – Carefully works with key stakeholders of a project to define a realistic, doable scope of work. Applies processes and procedures to plan, schedule and control a project to ensure that efforts do not go beyond what is required by the plan.

  • Arranges operations so tasks are performed in a logical and efficient sequence to accomplish the goal

  • Builds solid working relationships with management, business partners, customers and other stakeholders to discuss and define the project's goals and deliverables

  • Clarifies project goals and expectations before starting the work

  • Reviews the defined goals and objectives regularly with others to ensure that the project remains on target with the customer's expectations

  • Manages project schedule, including time and personnel resources, effectively

  • Utilizes project resources to best accomplish organizational goals. Uses appropriate materials,

    management tools and techniques

Negotiation – Effectively explores alternatives and positions to reach outcomes that gain the support and acceptance of all parties.

  • Clarifies the current situation - Explores all parties' needs, concerns and initial positions, including own

  • Identifies points of agreement/disagreement - Builds common ground by highlighting areas of agreement; focuses efforts by pointing out areas of disagreement

  • Keeps discussions issue oriented - Manages the interpersonal process to stay focused on the task; constructively addresses emotions and conflict

  • Develops others' and own ideas - Engages in mutual problem solving by brainstorming alternative positions or approaches and evaluating them openly and fairly

  • Builds support for preferred alternatives - Builds value of preferred alternatives by relating them to the other party's needs; responds to objections by emphasizing value; exposes problems with undesirable alternatives

  • Facilities agreement - Seeks a win-win solution through a give-and-take process that recognizes each party's core needs

Resilient – Refuses to be distracted by obstacles, irrelevant tasks or unimportant stimuli. Recognizes setbacks as learning opportunities or chances to fine tune processes and procedures toward effective results. Remains emotionally positive and stable in all situations.

  • Maintins a positive attitude despite a difficult situation

  • Bounces back quickly after setbacks; regroups to determine best course of action

  • Persists in the face of obstacles

  • Rebounds and learns quickly from setbacks

  • Continues to pursue course of action when confronted with disagreement or conflict

Analytical Thinker – Works to understand a complex situation, issue, or problem by breaking it down into smaller fragments. Traces its implications or consequences by using a step-by-step approach. Designs, implements and/or connects critical work processes.

  • Actively seeks input from diverse perspectives. Considers multiple sources of information and weighs them appropriately when making decisions

  • Anticipates the consequences of and thinks through solutions, determining the long and short term impact of those decisions, and documenting critical action steps

  • Identifies commonalities in seemingly different situations based on knowledge and experience

  • Systematically breaks down unclear issues by asking questions and assessing risks

  • Sees the organization in terms of critical and highly interrelated work processes. Assures implementation success by building and connecting processes within the organization

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to talk or hear. The employee frequently is required to walk and sit. The employee is occasionally required to stand.

The associate must occasionally lift and/or move up to 10 pounds. Specific vision abilities required by this job include close, vision, vision and peripheral vision, depth perception and the ability to adjust focus

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The noise level in the work environment is usually quiet.

To apply for this position, please send us your cover letter and resume.

 [email protected]