EMPLOYMENT OPPORTUNITIES

OPEN POSITIONS: Development Associate, Executive Assistant

Friends of the Public Garden is one of the oldest parks advocacy groups in the nation, established in 1970 to support the ongoing care of the Boston Common, the Public Garden, and the Commonwealth Avenue Mall. We work in partnership with the City of Boston and its Parks and Recreation Department, investing more than $2 million annually to ensure the parks remain healthy and vibrant spaces for our community. Our work focuses on the expert care of trees, turf, and plantings, the maintenance and restoration of sculptures and fountains, and advocacy to protect the parks for generations to come.

DEVELOPMENT ASSOCIATE

Friends of the Public Garden seeks a dynamic individual to join a small, committed advancement team. The Development Associate join us at an exciting time as we enter the final phase of our 50th Anniversary Capital Campaign supporting transformational projects in our three parks – the Boston Common, the Public Garden, and the Commonwealth Avenue Mall.

The Development Associate is a key member of a five-person team, reporting to the Vice President of Advancement & External Affairs and working in collaboration with and providing support to the VP in all Friends fundraising activities. This is an excellent opportunity to build your knowledge in a small shop. The Associate will have lead responsibility for managing the donor database, tracking and acknowledging all gifts, as well as coordination and supervision of development interns and volunteers. Day-to-day activities will focus on annual appeals, member/donor relations, and special campaigns.

While our office is primarily remote at this time, we expect to return to a hybrid environment as soon as is feasible. Given the public facing nature of this role, the successful candidate can expect to eventually be based in our Beacon Street office approximately 3 days a week. Onboarding will take place in person and virtually, with a to-be-designed plan best suited to the individual and current conditions.

Salary Range: $50,000 – $55,000

Membership and Donor Relations
• Assist the VP with managing all aspects of annual giving campaigns, from list generation to mailing logistics
• Manage recurring gift and matching gifts programs
• Coordinate Tree & Bench program, serving as liaison with Parks Care team
• Serve as initial contact for inbound donor inquiries
• Ensure timely personalized acknowledgement of all gifts
• Conduct prospect research, as needed
• Provide support to Legacy Society

Database Management
• Manage the constituent database and online giving portal and prepare financial and analytical reports
• Record all gifts in the donor database and prepare, send, and track acknowledgements and receipts
• Reconcile donor database monthly with Finance Manager and financial accounting database.
• Create analytical reports, as requested, tracking donor trends and results
• Manage all donor lists

Advancement Team
• Work with Communications & Outreach Associate to create and execute development-focused digital communications
• Coordinate specific event logistics, as assigned
• Manage Advancement Team-specific collateral needs
• Help manage volunteers, vendors, the registration process, and other on-site activities, at special events

Administrative Support
• Under the coordination of the Executive Assistant and sharing duties with the Communications, Outreach, & Design Associate, serve as office receptionist, providing excellent customer service to all callers and members of the public who visit the office.
• With guidance from the VP, recruit and supervise volunteers and interns helping with development activities in the office, training them in relevant technology and office systems.

Other Duties as assigned to support Advancement and External Affairs, as well as overall organizational needs.

• A Bachelor’s degree and a minimum of two years of relevant work experience
• A minimum of one year of fundraising experience (can be volunteer work)
• Proficiency with Microsoft Office Suite applications
• Experience with CRM or development database; Bloomerang experience highly valued
• Familiarity with online fundraising systems
• Superior attention to detail and accuracy in writing and record-keeping
• Experience with leading and motivating volunteers
• Ability to work effectively within an often fast-paced environment
• Ability to be organized, self-motivated, and self-directed
• Interest in the development field and the mission and programs of the Friends.
• Ability to be flexible and work harmoniously in a small office environment
• Availability for occasional evening and weekend events and meetings

How to apply: No phone calls, recruiters, or staffing firms, please! Please forward your resume and cover letter to opportunities@friendsofthepublicgarden.org.

EXECUTIVE ASSISTANT

The Executive Assistant reports to the President and supports the work of the President, the Board of Directors and its Chair, and committees of the Board in a variety of administrative functions. The Executive Assistant is expected to take the initiative to think strategically about how best to support these members of the organization in pursuing the Friends goals.

While our office is primarily remote at this time, we expect to return to a hybrid environment as soon as is feasible. Given the public facing nature of this role, the successful candidate can expect to eventually be based in our Beacon Street office approximately 3 days a week. Onboarding will take place in person and virtually, with a to-be-designed plan best suited to the individual and current conditions.

Salary Range: $58,000 – $62,000

President Support
• Manage President’s schedule.
• Send weekly schedule to Board chair.
• Review, organize, and appropriately route written and electronic correspondence.
• Draft correspondence as directed.
• Assist with project planning as directed.
• Assist with Friends advocacy and city relations goals, including issue research and campaign support (e.g., Sunshine model, DEI support, busking).
• Manage and help to post on President’s LinkedIn account
• Attend meetings/webinars to learn about relevant advocacy issues and strategies.
• Assist as necessary with functions that involve the President, particularly in the development and outreach realms.

Board and Committee Support
• Assist the President and Board Chair with scheduling of all Board, Council and committee meetings.
• Prepare materials for all meetings as directed.
• Handle logistics for all meetings and for special functions as directed.
• Prepare for and manage virtual meetings and webinars on Zoom for committees as well as programs (i.e. Members Reception, Annual Meeting); assist as needed with virtual meeting and event preparation
• Coordinate with the respective chairs to ensure that minutes are taken of each committee meeting, attend and take minutes of selected • committee meetings, and maintain all final meeting minutes.
• Maintain current Board, Council and committee lists and circulate as appropriate.
• Maintain current committee charters and Bylaws and circulate as appropriate.
• Assist with research, documentation or compliance needs for Board and committees (e.g., advocacy issues; Shaw Committee and DEI task force)
• Assist the Director of Parks Care & Capital Projects as needed with the three parks committees and the Horticulture and Sculpture Committees.
• Maintain a current contact list for all officials.

Finance and Budget
• Work with Finance Manager to present financials for Finance Committee and Board review.

Annual Meeting Management
• Coordinate the date of the meeting with the availability of the selected venue or set up virtual event through Zoom webinar.
• Handle all catering details, as needed.
• Manage the notification and reply process for the Members.
• Prepare materials for the meeting and exhibit/sale tables as directed.

Office Management
• Coordinate telephone and receptionist duties with the Development and Communications, Design, & Outreach Associates and any volunteers and interns, ensuring that all provide excellent customer service to all callers and members of the public who visit the office.
• Coordinate daytime front office coverage, ensuring coverage throughout the day.
Provide base technical assistance and open tickets with technical contractors as needed.
• Assist Communications team with Young Friends group planning meetings and events
• Recruit and supervise volunteers, interns and people on teams as needed to assist in carrying out tasks and supporting events not related to development or public programs.
• Obtain estimates for and order office supplies, equipment and office improvements.
• Oversee equipment maintenance needs (telephones, computers, printers, server) and obtain estimates for new equipment as directed.
• Manage small, non-development mailing projects.
• Manage and maintain the server filing system and share its organization with the staff.
• Prepare and file the annual Secretary of State corporate report.
• Oversee the production of materials not related to development or communications and outreach.
• Familiarity with project management software and virtual meeting platform options.

Other Duties as assigned to support Advancement and External Affairs, as well as overall organizational needs.

• The ability to work effectively within a fast-paced environment;
• Strong organizational skills
• Strong Google Apps skills
• Sensitivity and judgment with respect to confidential matters;
• The ability to take the initiative in suggesting improvements in procedures and practices;
• Proficiency with Microsoft Office Suite applications and strong Internet research skills;
• Superior attention to detail and accuracy in writing and record-keeping;
• The ability to be collaborative, self-motivated and self-directed;
• The ability to work well with all levels of the Friends organization and with outside vendors and members of the public;
• The ability to manage and attend occasional evening events;
• Project coordination experience;
• Excellent interpersonal and written and oral communication skills;
• Experience in overseeing and motivating volunteers;
• An interest in the mission and programs of the Friends;
• The ability to be flexible and work harmoniously in a small office environment; and
• A minimum of three years of professional, relevant work experience.

How to apply: No phone calls, recruiters, or staffing firms, please! Applicants should submit a resume and cover letter addressed to President Elizabeth Vizza at opportunities@friendsofthepublicgarden.org.

EQUAL EMPLOYMENT OPPORTUNITY

The Friends of the Public Garden is an equal employment opportunity employer. In accordance with applicable law, we prohibit harassment and discrimination based on race, color, religion, creed, gender, sexual orientation, pregnancy or related medical conditions, age, national origin or ancestry, physical or mental disability, genetic information, military or veteran status, gender identity or expression, transgendered status, or any other category protected by applicable federal, state or local laws.