Executive Administrator for the Board of Directors

Friends of the Cameo | St. Helena | Apply by March 15th, 2018


Friends of the Cameo Job Description | friendsofthecameo.org

Executive Administrator for the Board of Directors



  • Management oversight of the day to day administrative functions of the FOC including donation processing and administration, record keeping, and support for Board Officers and Fundraising Chairperson. This contract position receives oversight from the President of the Board.


  • In coordination with the Fundraising Chairperson assist in all areas related to fund raising including accurate processing of donor records, timely acknowledgement of donations
  • In coordination with the Board, develop and maintain information packet for potential sponsors that includes, for example: sponsor benefits, sample sponsorship agreement, sample press releases and other PR documents
  • Manage NeonCRM database,  including systems administration, donation accuracy and data input
  • Prepare reports related to fund raising as requested by Board members
  • Track and develop process for documenting in-kind donations and acknowledgements
  • Coordinate the master database to ensure that donors, ticket purchasers and in-kind donors are included
  • Schedule and attend quarterly marketing meetings with the President, Fundraising Chairperson, Social Media Contractor and Cathy Buck. These meetings are to happen one month prior to the end of every quarter.


  • Ensure that NeonCRM database financial data is maintained in sync with Quickbooks donation data
  • Monitor that all regulatory tax and compliance filings are made on time
  • Update and keep current necessary information to FOC’s banks
  • Assist in the preparation of an annual budget and quarterly financial review


  • Coordinate with the Secretary of the Board the distribution and filing of materials related to Board meetings.
  • Ensure that the D&O insurance is up to date and prepare materials for policy renewal
  • In coordination with the Social Media contractor maintain and distribute/make available a master calendar of all Cameo events


  • Learn Board approved procedures and oversee compliance with such procedures
  • Manage the use of a corporate data repository (currently Dropbox) including file structure, filing and editing procedures and guidelines
  • Create and maintain a master calendar of all filings to ensure deadlines are met
  • Obtain, open and process all FOC mail
  • Create and maintain files and forms for donations, release forms and other key documents
  • Coordinate FOC activities with Cameo management 


Must demonstrate advanced administrative skills relevant to the job description. Demonstrated experience in working in a highly collaborative manner with staff, contractors and volunteer board members. Fund raising and/or non-profit experience is a plus. Demonstrate proficiency in Microsoft Excel and Microsoft Word.  Experience with database management is a plus. Analytical thinking and customer service skills a fundamental requirement. Must be organized, independent, a self-starter and able to reconcile direction from different sources.

Application Process:  Please attach your resume to a cover letter and submit  to Friends of the Cameo at info@friendsofthecameo.org.  Competitive salary based on experience.  2/20/18

Apply by email

Arts Council Napa Valley 501(c)3 is funded in part by the California Arts Council, a state agency, and the National Endowment for the Arts, a federal agency.


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