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Assistant for Development and MeetingsJOB SUMMARY The Assistant for Development and Meetings is responsible for providing a wide range of high-level, administrative support to three program staff. These functions include coordinating development activities, database management, preparing correspondence, and handling event logistics and registration. Ability to work independently with little or no supervision. Must be well organized and enjoy a small office environment.
ESSENTIAL DUTIES Database Management/Gift Processing Perform accurate gift entry. The American Philosophical Society uses Salesforce. Prepare and merge acknowledgment letters and receipts (requiring prompt turnaround), as well as pledge reminders Prepare donor lists to ensure proper recognition Run reports for development and finance departments Submit matching gift forms
Production Coordinate and implement mail merges, with customization as needed Organize and implement mailings of all sizes Coordinate staffing of temporary help to assemble mailings
Research Conduct basic prospect research for individuals, foundations, corporations, and government agencies
Events Development Functions and Special Events Coordinate logistics for donor visits (lunches, materials, set-up, etc.) Develop and maintain attendance lists and name badges (often Salesforce-based) Assistance during occasional evening events Spring and Fall Meetings: Develop and maintain attendance lists and name badges Prepare biographical statements for Meeting speakers Maintain strong working relationship with Meeting hotels to ensure accurate and seamless room reservation process for registrants and speakers Monitor Society-wide calendar
General Office Maintain electronic and hard copy files on donors and prospects Implement changes to Development and Meetings content on the Society’s website Perform general office administration including copying, faxing, ordering supplies, preparing monthly expense reports, and maintaining inventory of development materials. Schedule committee meetings, appointments, lunches, conference calls Coordinate complex travel arrangements Participate in weekly development meetings Attend and keep minutes of the Development Committee and Committee on Meetings Draft and produce general correspondence
QUALIFICATIONS Associate’s degree and/or a minimum 5 years of progressive executive administrative experience Proficiency in Excel, Word, PowerPoint, Adobe, Constant Contact, Zoom Demonstrated working knowledge of database management (entry, retrieval, merges, etc). Salesforce or comparable fundraising database software preferred. Knowledge of development process and scope of work Expert level written and verbal communication skills Impeccable spelling/grammar and proofreading skills High level of professionalism including the ability to handle confidential information Superior organizational skills with the ability to keep multiple projects moving forward on schedule Meticulous approach to correspondence and other products Demonstrated mastery of written and oral communication Strong customer service skills. Comfort and ability to relate to APS Members, Friends, staff, and volunteers with grace and poise. A “can-do” and positive attitude Understanding of APS history, core programs, and constituencies
All APS staff, interns, fellows, and volunteers are required to be vaccinated against COVID-19. The American Philosophical Society is an equal opportunity employer, dedicated to a policy of nondiscrimination in employment on any basis including race, creed, color, age, sex, gender, religion, or national origin. The APS values diversity in its many forms and encourages diverse applicants to apply. About the American Philosophical Society The American Philosophical Society, the oldest learned society in the United States, was founded in 1743 by Benjamin Franklin for the purpose of “promoting useful knowledge.” In the 21st century the Society sustains this mission in three principal ways. It honors and engages distinguished scientists, humanists, social scientists, and leaders in civic and cultural affairs through elected membership and opportunities for interdisciplinary, intellectual fellowship, particularly in the semi-annual Meetings in Philadelphia. It supports research and discovery through grants and fellowships, lectures, publications, prizes, exhibitions, and public education. It serves scholars through a research library of manuscripts and other collections internationally recognized for their enduring historic value. |
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JOB SUMMARY The Assistant for Development and Meetings is responsible for providing a wide range of high-level, administrative support to three program staff. These functions include coordinating development activities, database management, preparing correspondence, and handling event logistics and registration. Ability to work independently with little or no supervision. Must be well organized and enjoy a small office environment. |
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The work of the Greater Philadelphia Cultural Alliance is made possible through the generous support of committed individuals and institutions. |
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