Development Administrative Assistant

The Development Administrative Assistant participates in and provides year-round administrative support and coordination of the NLM’s Development program and activities. The Assistant works closely with the Chief Development Officer as well as the other members of the Development team. The Assistant also provides administrative support and coordinates projects on an as-needed basis for the other leadership and departments of the Museum.
 

Reports to:

 

Manager of Corporate and Foundational Partnerships

Hours:

 

Full-Time 40 Hours a Week

Occasional Weekends, Holidays and Evenings required

Duties & Responsibilities:

 

• Provides essential administrative support to our Development department.
• Helps maintain our Altru database, performing data entry, generating queries and reports, creating new files, updating, and correcting the NLM’s database of constituents.
• Coordinates production and mailing of electronic and print appeals/invitations through queries; tracks progress through database and spreadsheet reporting.
• Processes gift and membership donations with accounting using the Jira project management system and ensures timely and accurate donor acknowledgement.
• Assists in execution of fundraising campaigns and events, chiefly the NLM’s annual Gala & Glass Auction; acts as event contact to field questions; maintains RSVP lists and coordinates logistics with other departments.
• Prepares materials for Board meetings; records meetings and writes minutes.
• Manages NLM calendar for appointments.
• Helps assemble and mail/submit proposal applications to foundations.
• Liaises with Marketing and Learning and Public Programs departments to ensure all sponsors are recognized on materials and website.
• Creates NLM information packets for prospects and donors.
• Additional duties as assigned by the CDO and senior staff.

 

 

Qualifications:
 

• Adept at Altru or comparable fundraising database. Strong computer skills (proficiency w/ Microsoft Word, Excel, PowerPoint, etc.)
• Performs a variety of tasks and is adept at multitasking—highly organized, with great attention to detail. Ability to work in a hands-on environment with limited resources.
• Demonstrated superior communication skills and a good writer.
• Excellent interpersonal skills and customer service approach in all communications
• Must be motivated and excited about the work we are doing!
• Ability to work in a fast-paced environment as a team player as well as independently, on department activities and initiatives with a positive can-do attitude.

 

Physical Demands:

 

The work environment and physical demands and characteristics are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform these essential functions:

• Physical Demands: Requires some physical activity including sitting/standing, limited lifting and carrying (up to 50 lbs.), up/downstairs
• Work Environment: Work is typically performed in an indoor environment, in museum offices or on museum floor
• Equipment: General office equipment, projector, Smart Board, two-way radio

 

Work Environment/ Office Culture:

 

We are proud of our museum family and work each day to create an atmosphere where everyone can contribute their ideas, energy and enthusiasm for the important services we provide to the public. We emphasize working together as a team which is cooperative and supportive of each other, with open communication always.

Our management team is committed to providing an atmosphere of trust and open communication and to listen to and answer any staff questions or concerns.  We believe in giving each staff person opportunities to grow and will always promote from within and where possible.
 

The work of the Greater Philadelphia Cultural Alliance is made possible through the generous support of committed individuals and institutions.