Arts Jobs - DetailVisitor and Donor Relations Associate
The Wallis Annenberg Center for the Performing Arts
Beverly Hills, CA
JOB DEscriptION: Visitor and Donor Relations Associate
The Wallis Annenberg Center for the Performing Arts (“The Wallis”) Visitor and Donor Relations Associate is the first person of contact for visitors and guests to the Center, and interacts with all staff members. The Visitor and Donor Relations Associate provides key support to the Development, Operations, and Special Projects departments during regular business hours (Monday – Friday). Duties include receiving and directing calls and visitors to the appropriate parties and places; informing staff members of daily activities and events; answering general questions about the facility and programs; and being attentive to all activities taking place in the Grand Hall and Motor Court.
The Visitor and Donor Relations Associate is a self-directed and results-oriented staff member. This position reports to the Director of Development, but also works closely with the Operations Manager and the Director of Special Projects. This is a full-time position.
Development Related Responsibilities (45%):
- Maintain and compile confidential weekly donor/prospect contact logs with information provided by Senior Administrators, Development staff, and Board members,.
- Research and compile confidential individual donor prospective profiles as needed, from sources such as Wealth Engine, and Wallis ticket/giving histories, and public information.
- Assist with development event preparations (e.g. RSVP lists, name tags, other advance materials as needed).
- "Triage" development-related calls and assist where possible and appropriate. When possible, answer basic questions re: events, ticket exchanges, etc. Refer calls to appropriate development or other staff person when necessary and/or appropriate.
- Assist with donor correspondence: mailings, acknowledgments, gift renewal letters and reminders, invitations, etc.
- Collect, maintain and distribute Founders Room coverage schedule for senior administrators and development staff.
Operations Related Responsibilities (40%):
- Assist in the Opening & Closing Procedures of the Grand Hall and Motor Court during regular operating hours.
- Create and distribute the Cue Light (a daily internal staff information sheet) every day to all staff members.
- Update the Operations Calendar for the building.
- Be the person of contact for staff members when they call in sick. Upon their return to work, provide them with the corresponding “Sick Day Form.”
- Direct calls and guests to the appropriate staff members at The Wallis.
- Maintain a Guest Log and Maintenance Workers Log.
- Enforce parking restrictions on the Motor Court.
- Distribute and keep track of validation passes for certain guests of The Wallis.
- Check out keys to staff members for tours and set-ups.
- Monitor security cameras and maintain awareness of all activity on the premises.
- Distribute mail to the correct departments and log in checks received.
- Work with the Front of House staff to catalog and return Lost & Found items.
- Report and file any Accident Reports that may occur on the premises during regular Operating Hours.
- Welcome the public to view the space, but also inform them of the areas that are restricted.
- Be informed and able to answer aquestions regarding the historic nature of the building, as well as the season programming.
- Special Projects Related Responsibilities (15%):
- Receive and field initial rental inquiry phone calls and maintain accurate, up-to-date information regarding venue rental spaces, capacities, availability, guidelines, policies and procedures.
- Monitor and respond to email inquiries by forwarding the Rental Event Questionnaire Form and Space Rental Fees Breakdown to prospective rentals.
- Coordinate rental site inspections and tour schedules with the Director of Special Projects.
Education, Experience and Skill Requirements
- Bachelor’s Degree required.
- Thorough familiarity with Outlook, Excel and Word required.
- Experience with CRM and/or data base systems preferred.
- Significant experience in a position requiring strong administrative skills
- Proven ability to work independently and collaboratively in a fast-paced environment
- Strong organizational skills and work habits
- Discretion and ability to maintain confidentiality are required.
- Excellent verbal and written communication skills are essential, First aid/CPR training preferred.
About The Wallis
Located in the heart of Beverly Hills, California, the Wallis Annenberg Center for the Performing Arts (aka “The Wallis”) brings audiences world-class theater, dance and music, performed by many of the world’s most talented and sought-after artists. With eclectic programming that mirrors the diverse landscape of Los Angeles, and its notability as the entertainment capital of the world, The Wallis offers original and revered works from across the US and around the globe. Housed in a breathtaking 70,000-square-foot venue designed by Zoltan E. Pali, FAIA of Studio Pali Fekete architects, The Wallis celebrates the classic and the modern. This is reflected in the juxtaposition of the restored, original 1933 Beverly Hills Post Office (on the National Register of Historic Places) that serves as the theater’s dramatic yet welcoming lobby, and houses the 150-seat Lovelace Studio Theater, as well as a theater school for young people, and the contemporary 500-seat, state-of-the-art Bram Goldsmith Theater. Together, these two structures embrace the city’s history and its future, creating a performing arts destination for LA-area visitors and residents alike.
How to Apply
Please submit resumes and cover letters to email@example.com with the subject “Visitor and Donor Relations Associate”
Please no phone calls.