Development Assistant

Date: February 2012

Department: Development/External Affairs

Supervisor: Acting Director of Development and Director of Major Gifts

Schedule: Full-time

FLSA Status: Non-Exempt

Position Summary

This position reports to the Acting Director of Development and the Director of Major Gifts and is responsible for coordinating select activities that draw support from Trustees and major donors to ICP. The Assistant will work closely with the two Directors to implement strategies that expand and increase Trustee involvement and the Major Gifts program. The Assistant provides logistical support for the two Directors as well as several ICP Trustee Committees, including the Committee on Trustees and the External Affairs Committee, and handles various other development activities as needed: handles confidential correspondence; interacts frequently with donors and VIP’s, staff, faculty, students, visitors, and vendors. Must work occasional evenings. Opportunity to gain valuable experience in a dynamic and expanding world-class photography museum and school.

Essential Functions

Provides administrative support to the Acting Director of Development and Director of Major Gifts:

• Drafts/disseminates correspondence, presentation materials, invitations, reports, etc.

• Coordinates Trustee calendars and other support in collaboration with the Executive Assistant to the Director

• Oversees records management, including filing, archiving, and electronic list maintenance

• Coordinates meetings—reserves locations, drafts and mails notices, takes RSVPs, assists in the preparation of support material and agenda, sets up dial-ins, records and transcribes minutes, arranges for refreshments, etc.

• Screens phone calls, takes accurate messages, processes incoming mail, greets guests

• Manages schedule for the Directors—creates a weekly update; identifies potential conflicts; helps manage time and workload as it relates to the calendar

• Makes travel arrangements

• Prepares invoices, reports, email, letters, financial statements and other documents using word processing, spreadsheet, database, and other presentation software

• Works with the Directors on all logistics associated with several ICP Trustee Committees (Committee on Trustees, External Affairs, Major Gifts); provides administrative support including but not limited to: planning and coordinating committee meetings and communicating with committee members as needed

Additional Responsibilities

• Participates as a team member on special events

• Works with the Development Services department to maintain Raiser's Edge protocols and standards; assists with prospect research assignments, managing prospect lists, tracking financial goals, and analyzing giving trends

• Expedites fundraising proposals and solicitations to individuals as assigned

• Undertakes additional responsibilities as assigned

Minimum Education Required

Bachelor's degree

Qualifications/Skills

• One to two years' experience in development is desirable but experience in relevant fields such as sales, marketing, or public relations will be considered

• A background that includes work in a museum environment and/or higher education is preferred and knowledge of photography is a plus

• Excellent written and verbal communication; project management and organizational skills

• Must be entrepreneurial and take initiative and have demonstrated ability to juggle multiple projects and tight deadlines

• Ability to interact with trustees, donors, prospects, and individuals with significant net worth and prominence, and senior staff and colleagues in ways that enrich and advance ICP's relationships

• Brings a professional demeanor to the workplace and works as part of a team

• Experience with database management, word processing, and spreadsheet programs is a must

• Raiser's Edge experience is strongly preferred

• Familiarity with web-based research tools is a plus

• Ability to work in highly sensitive environment where confidentiality is essential

• A sense of humor and perspective

WORKING CONDITIONS:

Physical Demands

Requires occasional availability beyond regular office hours for openings and events—evenings and weekends

Special Working Conditions

Will work in an open-office environment; must be capable of discretion/confidentiality and a high level of productivity in shared quarters