Philanthropy Assistant

Philanthropy Assistant

Position Overview

Ballet Arizona is seeking a highly organized and detail‑oriented Philanthropy Assistant to support the daily operations of the Philanthropy Department. This position plays a key role in ensuring accuracy and efficiency in gift processing, donor data management, donor acknowledgment, stewardship activities, and departmental administration. The Philanthropy Assistant works in close partnership with philanthropy and cross‑departmental staff to support the organization’s annual and long‑term fundraising objectives.

The ideal candidate demonstrates exceptional accuracy, strong organizational abilities, a commitment to donor‑centered practices, and the capacity to manage responsibilities in a fast‑paced, collaborative environment.

Primary Responsibilities

1. Database Management

• Maintain and update the Tessitura database to ensure donor records (individual and institutional) are accurate and complete.
• Process all gifts daily and maintain up‑to‑date contribution and membership history.
• Enter donor activity from philanthropy‑related events.
• Generate donor lists, reports, and data queries as needed.

2. Gift Acknowledgment & Stewardship Support

• Produce, scan, and mail donor tax acknowledgments within 48 business hours of gift receipt.
• Conduct weekly audits of digital gift files to ensure completeness and accuracy.
• Maintain digital records for all donor segments, following established protocols.
• Assemble donor welcome packets for first‑time contributors.
• Support the fulfillment of donor benefits in collaboration with the Associate Director of Individual Giving.
• Coordinate and execute the donor birthday stewardship program.

3. Administrative & Financial Support

• Maintain inventory and organization of philanthropy collateral and supplies.
• Coordinate materials and supply transportation for performances and philanthropy events.
• Assist with tracking philanthropy‑related revenue and expenditures as directed.

4. Event Support and Additional Duties

• Provide support for all philanthropy department events.
• Assist during Ballet Arizona and School of Ballet Arizona performances.
• Perform other duties as assigned by the Director of Philanthropy.

Required Qualifications & Skills

• Bachelor’s degree from an accredited institution preferred, or equivalent professional experience.
• Experience working with fundraising or CRM databases strongly preferred.
• Strong analytical skills and excellent time‑management abilities.
• Ability to work flexible hours, including nights and weekends as required.
• Proficiency with Microsoft Office applications.

Work Authorization

Applicants must be legally authorized to work in the United States.

About Ballet Arizona

Ballet Arizona is the Southwest’s premier professional ballet company, shaping the region’s cultural landscape through exceptional performances, innovative choreography, and robust education and community‑engagement programs. Serving more than 35,000 individuals annually, Ballet Arizona enriches the community through school outreach, adaptive dance programs, and inclusive initiatives that increase accessibility to the arts.

Equal Employment Opportunity Statement

Ballet Arizona is an Equal Opportunity Employer. We prohibit discrimination and harassment on the basis of race, color, religion, age, sex, national origin, disability, genetics, veteran status, sexual orientation, gender identity or expression, or any other protected class. All employment decisions are based on organizational needs, job requirements, and individual qualifications.

How to Apply

Qualified applicants may apply online at www.balletaz.org or submit a letter of interest, resume, and contact information via email to: HR@balletaz.org
No phone calls, please.