Executive Associate – Development
/ORGANIZATION:
Vancouver Opera
DEADLINE:
Aug. 7, 2025
ORGANIZATION DESCRIPTION:
Vancouver Opera is Western Canada's largest opera company. It is regarded worldwide for its fine mainstage productions; for its country-leading education programs, which have reached more than 1.6 million children and their families in more than 50 years; for its innovative and award-winning community programs; and for forging groundbreaking cross-cultural creative partnerships that have brought opera to new generations of Canadians in recent history.
WEBSITE:
http://vancouveropera.ca
JOB DESCRIPTION:
Reporting to the Director of Development and General Director, the Executive Associate works closely with all areas of Development to provide administrative support and ensure cohesive and streamlined internal and external communication for the department.
RESPONSIBILITIES:
Essential Job Functions:
Provides administrative support to the Director of Development, including managing the schedule and supporting in prioritizing ongoing projects and daily tasks.
Ensures the Director of Development is informed of and prepared for upcoming commitments and responsibilities and ensures appropriate follow-up.
Coordinates and manages administrative duties, including expense reports and invoicing, data management, event assistance, donor acknowledgment tracking, email communication, managing visitors, providing hospitality, and sorting mail.
Provides administrative support for internal and external meetings, including scheduling, developing agendas and notices, preparing presentations, confirming attendance, post-meeting follow-up, and archiving.
Takes and distributes formal meeting minutes for board and committee meetings as assigned and needed.
Provides general administrative support to the Development Department, including maintaining office supplies, monthly department calendars, department roster, and other duties as assigned.
Helps facilitate communication within the department and serves as a liaison between Development and external departments.
Serves as a primary point of communication between the Development Department and the General Director. In partnership with the General Director, maintains their calendar of donor meetings and Development activities, and tracks Development priorities.
Provides administrative support to Development-related Board committees as assigned and needed, including maintaining board documents and data, monitoring deadlines, content preparation, and event planning, as well as scheduling, timelines, correspondence, materials, taking minutes, and post-meeting follow-up.
Coordinates the writing and design/layout for correspondences, proposals, project reports, and sponsor spotlights as assigned.
Drafts templates for donor acknowledgment letters and reviews and edits letters for signature by the Director of Development, as well as the General Director.
Provides high-level stewardship, hospitality, and concierge support to patrons in the Director of Development’s donor portfolio.
Manages the filing system for the Director of Development office and keeps files accurate and up to date within the Tessitura system.
Assists in maintaining accurate donor records within the database and facilitates reporting for the department.
Provides backup support to the Membership phone line and email account as needed.
Secondary Functions:
Works closely with all areas of Development to support the department’s goals.
Serves as the safety representative for the Development Department and provides occasional backup support for facilities-related areas as needed.
Manages donor analysis projects assigned.
Assists at performances and events as needed (some evening and weekend work required).
Generates reports and analyzes data to inform fundraising strategies and measure success.
Assists with possible data migration to a new platform.
Interfaces with the marketing and artistic teams in joint events and activities (open rehearsals, community engagement activities).
Performs other job-related duties as assigned.
QUALIFICATIONS:
Education:
Bachelor’s degree from an accredited college or university (preferred) or equivalent work experience.
Who We’re Looking For:
Minimum 2 years’ experience in fundraising, preferably in the arts in the Lower Mainland.
Proven success in managing donor relationships and meeting fundraising goals.
Respect for diverse backgrounds and voices and a commitment to inclusion, diversity, equity, and accessibility.
Ability to work collaboratively with cross-functional teams and to work effectively in a fast-paced and dynamic environment.
Understanding of basic principles and practices of fundraising and customer service.
Outstanding interpersonal skills, including the ability to interact and work collaboratively with staff, patrons, board members, and other volunteers in a highly professional, confidential, and tactful manner.
Outstanding communication skills, both oral and in writing; ability to convey complicated information in a clear, succinct, and respectful manner.
Proficiency in Microsoft Office and database navigation.
Expertise in calendar management, scheduling, meeting prep, and hospitality.
Tessitura experience preferred, or other equivalent CRM.
Proven success with independently setting priorities, coordinating multiple projects simultaneously, and meeting firm deadlines.
Knowledge of opera/performing arts preferred.
Basic knowledge of budgeting and expense management preferred.
Ability to attend evening and weekend events in the Lower Mainland.
Must perform the functions of the position in a safe manner.
HOW TO APPLY:
Please submit a resume and cover letter to William Murgatroyd at the following email address: wmurgatroyd@vancouveropera.ca
REMUNERATION:
$50,000 to $55,000 per year
Contact Name: William Murgatroyd
Contact Email: wmurgatroyd@vancouveropera.ca
