Assistant to the Chief Development Officer & Project Lead

Company Description

Hello, art person! We’re so glad you’re here.

When you think of an art museum, you might picture paintings or sculptures. But art is so much more than the “traditional” forms you’re used to seeing in galleries. Nobody knows that better than Portland. Our city is bursting with all kinds of art forms–from craft beverages and comic books to artisan chocolate and collectible sneakers. There’s no one way to make art, and there’s no one way to be an art person.

That’s why you belong here. We’re a place that has room for all kinds of art (and art people).

We are a dynamic institution with multiple locations. Adjacent to the Museum campus in downtown, Portland, PAM CUT // Center for the Untold Tomorrow is an inclusive, modern, and welcoming hub serving a broad range of artists and audiences across all media art. Also nearby is the nonprofit Rental Sales Gallery representing regional artists. Across the river, in SE Portland PAM CUT’s Tomorrow Theater embraces cinematic storytelling in all its form through unique one-night-only events.

Job Description

The Assistant to the Chief Development Officer & Project Lead role at the Portland Art Museum is a member of the Development team which is responsible for fundraising in support of the mission of the Portland Art Museum.

The position plays a key role in supporting the Chief Development Officer with high-level administrative and strategic support, including project management, communications, prioritization, problem-solving, and relationship-building with major individual, corporate, and foundation funders.

This position contributes to the success of key fundraising initiatives and supporting cross-functional collaboration. The ideal candidate is highly organized, proactive, detail-oriented, and able to handle confidential information with discretion while thriving in a dynamic, mission-driven workplace.

In this role, you will

• Provide high-level support to the Chief Development Officer (CDO), including calendar management, meeting preparation, and travel arrangements.
• Act as a primary point of contact for the CDO, managing scheduling requests and ensuring timely follow-up on key priorities.
• Support donor engagement efforts by coordinating outreach, preparing personalized communications and briefing materials, and occasionally joining donor meetings, coffees, and events to help build and maintain relationships.
• Help lead and track key departmental projects, initiatives, and timelines in collaboration with the CDO and other team members.
• Maintain shared calendars, project schedules, and department tools using project management software.
• Assist with drafting and preparing internal and external communications, presentations, and reports.
• Coordinate planning and logistics for meetings, donor events, and special initiatives across the Development department.
• Maintain department-wide organizational systems, tools, and administrative processes to ensure efficiency.
• Uphold confidentiality and represent the CDO and Development department with professionalism, discretion, and a commitment to equity and inclusion.
• Process department invoices, reimbursements, and credit card reconciliation.
  
  

Additional Responsibilities

• Collaborate with the Individual Giving Coordinator to maintain the CDO’s donor portfolio in Altru, including recording interactions and ensuring accurate, timely data entry.
• Partner with the Development Associate to run donor reports, log research, and keep donor contact details current in Altru.
• Help prepare for bi-monthly Development Committee meetings—create agendas, slides, take minutes, and assist with follow-up; support engagement with PAM Board members and community leaders.
• Assist in creating external communications like the Monthly Development Update and other materials for donors.
• Take on other duties and special projects to support the overall work of the Development team.
  
  

To be successful in this role, you have these requirements

• Five years of progressively responsible administrative experience in arts, cultural, or other non-profit organizations is required
• Minimum of four to five years of experience supporting senior executive leadership staff strongly preferred
• Minimum of five years of project management experience preferred
• Work requires continual attention to detail in composing, typing and proofing materials, establishing priorities and meeting deadlines.
• Anticipate needs and work proactively in a fast-paced environment with demonstrated experience in juggling multiple competing tasks and demands.
• Experience with maintaining the highest level of confidentiality and handling sensitive material concerning the organization and the Director’s role within the organization.
• Excellent verbal, written communication, interpersonal skills and experience with interacting and communicating with individuals at all levels of the organization.
• Experience working independently and as a collaborative member of the Development team, and will need to be flexible to the growing needs of the museum.
• Strong computer skills, including Microsoft Office Suite, Google Workspace, CRM software, and video conferencing platforms.
  
  

If you have any questions along the way including wanting to talk about a nontraditional career background, please reach out to HR.

Job conditions & physical activities

• Schedule/Hours: Monday through Friday, 9:00 AM to 5:00 PM (40 hours per week)
• Occasional evening and weekend hours
• 100% Onsite
• Occasional local travel
• On-call status
• Continuously operates a computer and other office equipment
• Continuously communicates with team members
• Frequently sitting
• Continuous repetitive motions of hands/wrists and use of fingers
• Occasionally push/pull/lift/carry up to 20 lbs.
• Frequently ascend/descend stairs and moves around the building, work location is 2 story with no elevator onsite
  
  

This list highlights key physical and environmental conditions related to the role but is not an exhaustive representation of all job requirements. Additional tasks and expectations may apply based on operational needs.

Benefits

• This role is exempt/salaried and full-time
• The budgeted compensation falls within pay grade I ($63,682 minimum - $75,000 maximum), based on experience.
• Medical, dental, and vision insurance
• Retirement plan with employer match
• Generous paid time off and holidays
• Employee perks and discounts
  
  

Application Process for Assistant to the Chief Development Officer & Project Lead

Ready to join our team? To be considered please submit your resume, cover letter, and four references. Incomplete applications will not be considered. Application materials will be screened and interview candidates will be selected and notified by email. All applicants will be notified once the position is filled.

Application deadline

We will begin reviewing applications immediately, so please apply as soon as possible. The closing date is subject to change at any time.