Executive Assistant

Executive Assistant –

MACLA/Movimiento de Arte y Cultura Latino Americana seeks a detail-oriented and collaborative Executive Assistant

to serve in a critical position for our organization’s effective administration.

MACLA/Movimiento de Arte y Cultura Latino Americana

is an inclusive contemporary arts space grounded in the Chicano/Latino experience that incubates new visual, literary, and performance art in order to engage people in civic dialogue and community transformation.

MACLA Values:

• Inclusive

  – MACLA values diverse ideas, perspectives, cultures, sexual and gender identities and creates a space where all are welcomed, respected, and treated with equity.

• Collaborative

  – MACLA convenes individuals with shared values to partner with us as thought leaders and partners to implement innovative and effective programs which inspire and engage our community.

• Integrity

  – MACLA holds ourselves to the highest ethical and professional standards in our decisions, actions, and communications.

• Optimistic

  – MACLA’s work inspires our community to think differently about the world that we live in through our artistic practices.

• Innovative

  – From our programs to organizational practices, MACLA is adaptive, reflective, and constantly evolving to our changing world.

• Leadership

  – Leadership is developed throughout MACLA from our youth program participants to our artists, interns, volunteers, staff, and Board of Directors. As an organization grounded in Latinx arts and culture, we strive to provide a space for the development of Latinx leadership within our community.

Position Summary:

The Executive Assistant (EA)

will support the organization’s Executive Director, Board of Directors, and Fund Development team. This is a full-time (40 hours/week), non-exempt position, reporting to the Executive Director. This individual will provide administrative and technical support in a variety of areas, including but not limited to: managing high-level communications, hospitality for meetings and events, compiling information for reports and correspondence, select project management, donor database updates, responsible administrative support, overseeing marketing efforts, and in other areas as needed. We are looking for someone who is highly professional, organized, a self-starter, and motivated to grow with the organization. 

The Executive Assistant will perform the following:

Executive and Administrative Support (~16 hours/week)

• Manage scheduling, meeting and travel arrangements for the Executive Director and Fund Development Team as needed
• Prepare letters, memos, presentations, and other correspondence needed by the Executive Director for the organization, Board, donors, funders, clients, etc.
• Project management for special initiatives
• Track key organizational milestones, i.e. strategic plan metrics
• Plan and execute hospitality details for meetings and events
• Other activities as needed to support organizational growth and capacity building

Fund Development Support (~16 hours/week)

Provide administrative and project support for the Fund Development team. Key responsibilities include:

• Lead Salesforce data entry and data maintenance; interact with on-call tech support

• In collaboration with the Fund Development team, serve as point of contact for Latinx Art Now!

  Auction sponsorships (including updating lists, following up, submitting reports)

• Lead donor engagement event planning logistics
• Staff donor table at MACLA programs, South First Fridays, and select external events as needed
• Maintain fund development collateral including brochures, stationery, envelopes, etc.
• Support solicitations by the Executive Director, Board, and staff members by preparing background information on donors
• Generate donor renewal lists from Salesforce
• Conduct prospect research and develop written donor profiles
• Process donor renewal, acquisition, and thank you letters; via both hard copy and email
• Lead email opt-ins with a “Welcome to MACLA” message
• Provide excellent customer service

Marketing Point of Contact (~8 hours/week)

Oversee program and organization marketing needs. Key responsibilities include:

• Serve as primary point of contact with external marketing and graphic design firm
• Project manage and draft content for e-newsletters in collaboration with program staff
• Coordinate with program staff and ext…