Employment Opportunities at Bethel Woods

Full-Time Jobs

• Membership Manager

  Supervises day-to-day administrative responsibilities in support of operations associated with Membership, Box Suite sales and fundraising programs. Support functions and programs of the Development department as assigned/needed.

  The Membership Manager plays an integral role in Bethel Woods’ fundraising programs. Coordinate part-time staff and volunteers both in the Development department and at the site in Bethel, NY. 

  Manage Gift Processing (Back Office Function): 
  •    Respond to phone calls and correspondence emails from the general public and Members
  •    Collaborate with outside vendors or designated staff as needed
  •    Ensure the accuracy and organization of Membership files

  Manage Member and Season Box Programs
  •    Process Membership sales, renewals and upgrades
  •    Generate Membership invoices for new and renewing Members
  •    Supervise Membership related functions, document internal procedures and processes to support membership and season box programs
  •    Draft Membership program packages and oversee year-round benefits fulfillment
  •    Plan and create Membership timeline, text, identify constituent base, etc. 
  •    Assure availability of Account Manager functionality, coordinate with TM and Box Office to assure online functions – (create necessary levels, links and assure that payments are received)
  •    Provide input for planning and other budget information as requested 
  •    Supervise appropriate vendor and other relationships related to Membership and Season Box Sales 
  •    Coordinate Membership staffing 

  Cultivation, Solicitation and Stewardship
  •    Help create strategies for attracting Members/box holders/donors through marketing and personal solicitations
  •    Identify and recommend strategies to solicit new donors 
  •    Facilitate new Membership online, by phone, mail or in person 
  •    Regularly update Members on programs, changes to schedule, etc.
  •    Coordinate assistance from other departments as needed 
  •    Oversee inventory of Member ticket holds for purchase or benefit selection 
  •    Evaluate Membership trends, formulate and implement new strategies and recommendations to increase Membership
  •    Research annual Member gift. Coordinate economical purchase and distribution
  •    Review and make recommendations for Members’ promotional and benefit materials 
  •    In consultation with management, make recommendations for Membership levels/benefits, offer suggestions for the design of Membership materials 
  •    Obtain (survey) and track feedback and report on Member perception/satisfaction 
  •    Oversee fulfillment of all Member benefits

  Acquisition
  •    Actively participate in Member/Season Box prospecting, research, cultivation and solicitation
  •    Recommend communication to past Members, donors and prospects including but not limited to single ticket purchases
  •    Assist in the production of Membership materials
  •    Present new Membership benefits options
  •    Assist with promotional materials and the development section of the Bethel Woods website 
  •    Plan for and support Membership promotions, Member events and other planned activities 

  Ticketing (collaborate with Box Office as necessary)
  •    Process Member ticket requests and other transactions via telephone, mail, fax and email 
  •    Coordinate and implement Member benefit of early ticket purchase (pre-sales)
  •    Assist in determining “Member holds” for both benefit tickets and purchases 
  •    Fulfill, and assign as directed, all house seats, company seats and internal ticketing requests
  •    Reconcile ticket needs/inventory with box office
  •    Train appropriate staff to fulfill Membership Benefits (ticket generation) 

  General Duties
  •    Answering/screening phone calls
  •    Data entry 
  •    Handling incoming/outgoing mail 
  •    Filing 
  •    Written correspondence
  •    Inventory/ordering office supplies
  •    Any other adhoc duties as assigned

         
  Special Requirements
  •    High School degree or equivalent combination of education and experience required 
  •    Ability to provide the highest-quality customer service on a consistent basis 
  •    Ability to work nights and weekends as needed 
  •    Good administrative and organizational skills required
  •    Must be friendly, easy to approach 
  •    Ideal candidate will have experience as office secretary/administration 
  •    Requires excellent PC computer skills including MS Office (word, excel, outlook, and power point) 
  •    Effective team player
  •    Ability to use time effectively and efficiently 
  •    Organized and proactive
  •    Knowledge of Archtics/ticketing systems a plus 
  •    Courteous, considerate and thoughtful 
  •    Excellent listener
  •    Discrete/observe confidentiality 
  •    Written communication skills to donors and other employees
  •    Face-to-face verbal communication skills, with donors and other employees
  •    Telephone verbal communication skills with donors and other employees
  •    Email and internet proficient 
   

  To apply, please submit your resume and cover letter to HR@BethelWoodsCenter.org with "Membership Manager: [Your Name]" as the subject line.

• Executive Assistant to the Chief Executive Officer

  Job Purpose

  Bethel Woods Center for the Arts is a nonprofit 501(c) (3) cultural organization, located in Bethel, New York, and on the site of the 1969 Woodstock Festival, whose mission is to inspire, educate and empower individuals through the arts and humanities. Through these disciplines we explore, share and recreate expressions of the human experience, enriching individuals and communities alike.

  Reporting directly to the Chief Executive Officer, the Executive Assistant provides executive support in a one-on-one working relationship. The Executive Assistant serves as the primary point of contact for internal and external constituencies on all matters pertaining to the Office of the Chief Executive Officer. The Executive Assistant also serves as a liaison to the board of directors and senior management teams; organizes and coordinates executive outreach and external relations efforts; and oversees special projects.

  Duties/Tasks

  EXECUTIVE SUPPORT

  • Completes a broad variety of administrative tasks for the CEO including: managing an active calendar of appointments; completing expense reports; composing and preparing correspondence that is sometimes confidential; arranging detailed travel plans, itineraries, and agendas; and compiling documents for travel-related Meetings.
  • Plans, coordinates and ensures the CEO's schedule is followed and respected. Provides "gatekeeper" and "gateway" role, creating situations for direct access to the CEO's time and office. Communicates directly, and on behalf of the CEO, with Board members, and others, on matters related to CEO's programmatic initiatives.
  • Researches, prioritizes, and follows up on incoming issues and concerns addressed to the CEO, including those of a sensitive or confidential nature. Determines appropriate course of action, referral, or response.
  • Provides a bridge for smooth communication between the CEO's office and internal departments; demonstrating leadership to maintain credibility, trust and support with senior management staff.
  • Works closely and effectively with the CEO to keep them well informed of upcoming commitments and responsibilities, following up appropriately.
  • Successfully completes critical aspects of deliverables with a hands-on approach, including drafting acknowledgement letters, personal correspondence, and other tasks that aid CEO throughout the day.
  • Prioritizes conflicting needs; handles matters expeditiously, proactively, and follows-though on projects to successful completion, often with deadline pressures.
  • Participates as an adjunct member of the Executive Team including assisting in scheduling meetings and attending all meetings.

  BOARD SUPPORT AND LIAISON   

  • Serves as the CEO’s administrative liaison to the Bethel Woods board of directors.
  • Coordinates all details of the Board Meetings and gatherings.
  • Maintains discretion and confidentiality in relationships with all board members.
  • Distribution of materials before meetings in electronic/paper format.

  SENIOR MANAGEMENT SUPPORT

  • Assist with creation of budget, capital and other presentations.
  • Assists in coordinating the agenda for full staff meetings.
  • Reminds and prompts Senior Staff of deadlines for reports and projects.
  • Assist department heads with other ad hoc duties as needed. 

  SPECIAL PROJECTS:

  • Participates as part of BW Team during events (main stage, festivals, workshops etc.) as needed.
  • Assists the CEO in project development, tracking and execution.
  • Attends functions and meetings as a representative of BW CEO Office.

  The Executive Assistant must be creative and enjoy working within an organization that is mission-driven, results-driven and community oriented. The ideal individual will have the ability to exercise good judgment in a variety of situations, with strong written and verbal communication, administrative, and organizational skills, and the ability to maintain a realistic balance among multiple priorities. The Executive Assistant will have the ability to work independently on projects, from conception to completion, and must be able to work under pressure at times to handle a wide variety of activities and confidential matters with discretion.

  To apply, please submit your resume and cover letter to HR@BethelWoodsCenter.org with "Executive Assistant to the Chief Executive Officer: [Your Name]" as the subject line.