Full-Time/ Exempt.

Summary

Provides administrative support to the SVP for Advancement and Advancement team as needed . Support areas to include, but not limited to: Execution of group, corporate and event rental sales; Coordination of fundraising events; production of monthly reports; ensure contracts, payments and deliverables are achieved for excellence in guest experience. Maintains Advancement activities on sitewide calendars.

Primary Responsibilities

• Respond to requests related to event rentals
• Prepare client proposals and contracts
• Complete event forms and diagrams needed for events
• Coordinate with Site Operations to ensure successful execution of all events, including The Hermitage Gala, Spring Outing, dinners on the back porch, board meetings and events, etc.
• Execute follow up with rental clients, including thank you letters, invoices, and deposit returns
• Lead site visits as needed
• Support event execution by attending and acting as staff liaison for onsite special events

• Respond to requests for information from hotels, group leaders and tour operators; maintain constant relationships with hotel personnel including front desk, sales directors, and concierge agents. Funnel requests to appropriate leads, i.e., group sales, event sales or education departments
• Act as liaison between Education and Group Sales departments to ensure appropriate guest experience is fulfilled
• Coordinate with Guest Services, Ticket Office, and Interpretation to ensure staff is informed and groups have a positive experience
• Assist with all group invoices and secure payments in advance of scheduled tours
• Assist onsite with VIP tours for tourism industry, managing groups during tours and greeting groups on their arrival

• Support execution of printing services for donor solicitations, renewal materials and marketing collateral
• Support the Advancement team in processing payments with vendors
• Assist with monthly credit card reporting for each team member
• Support site-wide special events as needed
• Provide data management in Tessitura where appropriate

Qualifications

• Bachelor’s degree required or equivalent educational experience
• A minimum of two years of professional event experience
• Experience working in Tessitura or other donor data base/CRM software is preferred.
• Excellent communication skills, both written and oral.
• Strong organizational and time management skills with exceptional attention to detail.
• Ability to work both independently without close oversight, but also a team player who will productively engage with others at varying levels of seniority within and outside of the Foundation.
• Flexibility to work varied hours, including some evenings and weekends, as well as being a team player who keeps the mission of the Foundation at the forefront

Relevant Competencies

• Adaptability – Maintaining effectiveness when experiencing major changes in work tasks or the work environment; adjusting effectively to work within new work structures, processes, requirements, or cultures.
• Building Strategic Working Relationships – Developing and using collaborative relationships to facilitate the accomplishment of work goals.
• Building Trust – Interacting with others in a way that gives them confidence in one’s intentions and those of the organization.
• Communicating with Impact – Expressing thoughts, feelings, and ideas in a clear, succinct and compelling manner in both individual and group situations; adjusting language to capture the attention of the audience.

• Drive for Results – Setting high goals for personal and group accomplishment; using measurement methods to monitor progress toward goal attainment; tenaciously working to meet or exceed those goals while deriving satisfaction from the process of goal achievement and continuous improvement.
• Formal Presentation – Presenting ideas effectively (including nonverbal communication and use of visual aids) to individuals or groups when given time to prepare; delivering presentations suited to the characteristics and needs of the audience.
• Initiating Action – Taking prompt action to accomplish objectives; taking action to achieve goals beyond what is required; being proactive.
• Mobilizing Resources- Managing resources consistent with organizational goals; proactively negotiating and accessing resources outside one’s immediate domain when necessary.
• Planning and Organizing – Establishing courses of action for self and others to ensure that work is completed efficiently.

Physical Demands/Working Conditions

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.

• Ability to perform moderate physical work: stooping, bending, climbing, and lifting up to 20 pounds unassisted; must be able to work in all weather conditions. This position may require working around dirt, dust, and hazardous materials.
• Plans and meets deadlines.
• Period weekend work.
• Conveys a professional and positive image and attitude regarding The Hermitage. Demonstrates commitment to continued professional growth and development.

This job description is intended to describe the general nature and level of work being performed by the person assigned to this position. Principal duties and responsibilities are intended to describe those functions that are essential to the performance of this job, and “other” duties and responsibilities include those that are considered incidental or secondary to the overall purpose of this job.

This job description does not state or imply that the above are the only duties and responsibilities assigned to this position.

To Apply: Please send a resume and cover letter to jobs@thehermitage.com . Please put the position you are applying for in the subject line.