Job Description
The Staff Assistant on the Annual, Leadership, and Planned Giving team (ALPs), part of the Development and Alumni Relations Office (DevAR), at the Harvard Graduate School of Design (GSD), supports giving programs, as well as administrative duties for the Senior Director of Annual and Leadership Giving.
Typical Duties and Responsibilities
Annual, Leadership, and Planned Giving Programs
- Primary focus will be on annual giving program activities, including maintaining timelines for the annual appeal schedule for multi-channel engagement of solicitations, acknowledgments, and ongoing cultivation and stewardship.
- Assist with data pulls and data management. Maintain prospect and pipeline activity for the team.
- Run reports to track progress to goals. Maintain benchmarking data.
- Help coordinate logistics for solicitations, including data, mail house timelines, and processing expenses.
- Support the stewardship process and gift acknowledgments, working in collaboration with colleagues across DevAR.
- Maintain and enter all prospect updates in our CRM system.
- Support leadership giving and planned giving activities as needed.
Major Giving Support
- Prepare agendas, briefings, and meeting materials for the Senior Director of Annual and Leadership Giving officer, using templates.
- Enter contact reports, proposals, and other relevant information into the database.
- Help coordinate logistics for donor visits, small dinners, events, and activities.
- Assist in tracking prospects through pipeline to keep fundraiser focused on fundraising objectives.
- Manage calendars, coordinate regular team meetings, confirm appointments, make travel and accommodation plans, and reconcile officer expenses.
Administrative duties
- Enter contact reports in the development database; help maintain records.
- Provide on-site support for local DevAR events, working closely with the Engagement team. There are approximately 10-12 events annually, including some nights and weekends.
- Provide office support, printing, copying, mailings, filing, etc.
- Prepare correspondence, reports, and other materials using MS Office and development database.
- Oversee external inquiries and requests received through the office’s email inboxes. Respond to inquiries in a timely and professional manner and route as appropriate.
- Perform general administrative duties, including: scheduling projects and meetings; preparing agendas; taking notes during meetings; arranging for faculty, speaker, and staff travel; organizing files; supporting DevAR meetings.
- Other duties and administrative tasks as assigned.
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