CRM & project management support for performing arts organizations

Running a performing arts organization means juggling donor relationships, production timelines, venue logistics, and grant deadlines — often with a lean staff wearing too many hats. When your CRM falls behind or your production calendar lives in someone's inbox, things slip. A Trusty Oak EA keeps your contact records current, your project boards moving, and your team focused on the work that requires them specifically.

100+ tasks completed in this service category across our client base.

Fractional crm & project management support for performing arts organizations

How Trusty Oak handles crm & project management for performing arts organizations

A Trusty Oak EA working with a performing arts client typically owns the day-to-day maintenance of your CRM — whether that's Salesforce Nonprofit Success Pack, Bloomerang, PatronManager, or a general-purpose tool like HubSpot — logging donor interactions, updating contact records after cultivation events, and flagging lapsed relationships before they go cold. On the project management side, they build out and maintain production timelines in tools like Asana, Monday.com, or Trello, tracking task ownership across directors, designers, and production staff so nothing falls through ahead of opening night. They'll send weekly status digests, follow up on overdue tasks, and keep your season planning board accurate as dates shift. Your role is to make the creative and strategic calls — the EA handles the system upkeep that makes those decisions possible with clean, current information.

What your EA takes off your plate

Before handing off your CRM, do a quick audit of where your contact data actually lives — it's common for performing arts organizations to have patron records in a ticketing platform like Tessitura or Spektrix, donor records in a separate fundraising CRM, and sponsor contacts in a spreadsheet that only one person knows about. The most common mistake is onboarding an EA before consolidating these sources, which means they're working with incomplete data from day one. Come in with a clear answer to 'where does our source of truth live?' and the delegation will go much faster.

1

Donor and Patron Record Maintenance

Update contact records in PatronManager or Bloomerang after performances, galas, and cultivation meetings, including gift history, communication preferences, and relationship notes.

2

Production Timeline Build-Out

Create and manage detailed production schedules in Asana or Monday.com, assigning tasks to directors, designers, and crew with milestones tied to load-in, tech rehearsal, and opening night.

3

Grant and Deadline Tracking

Maintain a master grant calendar with application deadlines, reporting due dates, and required materials, and send proactive reminders to the appropriate team members.

4

Sponsor and Partner CRM Segmentation

Build and maintain audience segments and sponsor tiers in your CRM so outreach for season renewals, sponsorship proposals, and benefit fulfillment goes to the right contacts at the right time.

5

Post-Production Project Wrap and Archiving

Close out production project boards after each run, archive task history, document vendor contacts and contracts, and capture lessons learned for future season planning.

Tools our team works with

We adapt to your existing stack — no forced migrations.

Notion
Monday.com
Salesforce
ClickUp
HubSpot
Asana

...and many more!

Trusted by performing arts organizations

Trusty Oak supports performing arts organizations including Boston Court Pasadena — handling everything from crm & project management to broader operational support.

What crm & project management support costs for performing arts organizations

Drag the sliders to build a monthly plan that fits your workload.

Executive Assistants
~$35/hour
15 hours $525
Specialists
~$50/hour
10 hours $500
Fractional Executives
~$95/hour
5 hours $475
Your monthly budget
$1,500

Starting at $1,000/month. One-time $300 onboarding fee includes your Strategic Delegation Plan.

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Frequently Asked Questions

Trusty Oak EAs have experience across a range of CRM platforms, including both general tools like Salesforce and HubSpot and arts-specific platforms. During onboarding, your Client Success Manager will match you with an EA who has relevant platform experience or a strong enough CRM background to get up to speed quickly with your specific system.
Trusty Oak's unused hours roll over each month, so you can build up a balance during slower periods and draw on it heavily during production crunch or gala season. This makes the model well-suited to the performing arts calendar, where workload is rarely linear.
Yes — an EA can maintain separate project boards or workspaces for your production and development tracks while keeping shared deadlines (like a fundraising gala tied to an opening night) visible to both teams. Clear access permissions and a brief weekly check-in with you or your managing director are typically enough to keep coordination on track.

Get your production calendar and CRM under control

Trusty Oak's onboarding includes a Strategic Delegation Plan built around your organization's specific workflows — so your EA starts with context, not guesswork. Monthly budgets start at $1,000 with a one-time $300 onboarding fee.