Development Assistant

The Development Assistant is responsible for administrative aspects of the Major Giving Team and management of the database within the Development Department.

  • Associate's or bachelor's degree in a related field.
  • Excellent interpersonal skills.
  • Excellent verbal and written communications skills.
  • Comfortable with high profile individuals.
  • Excellent problem solving skills, comfortable in high pressure situations. 
  • Proficiency in Microsoft Word, Excel and PowerPoint and Adobe Acrobat Reader and Pro.
  • Database management experience.
  • Ability to present information concisely and effectively, both verbally and in writing.
  • Ability to organize and prioritize work.
Essential Functions included, but are not limited to:

General Administrative

  • Process general, member and event donations and prepare acknowledgement letters and other correspondence.
  • Create monthly invoices and maintain recurring gifts database for specific donor groups.
  • Assist with planning, logistics, invoicing, acknowledgment, and membership renewals.
  • Maintain donor files in the Altru database - create, update, delete duplicates, and correct records.
  • Answer and direct phone calls as appropriate among development team.
  • Work with the calendars of the Chief Development Officer and Director of Major Gifts to schedule external and internal meetings
  • Prepare materials for distribution (i.e. copying, filing, mailing, e-mailing, scanning)
  • Manage agendas and scheduling of Development department meetings with other internal departments
  • Work with development team to fulfill schedule of benefits for major donors.
  • Manage relationships with Art Fair Partners and collector and distribute passes for Miami Art Week. 
  • Processing American Express bills for the Chief Development Officer, the Director of Major Gifts, and the Director of Individual Giving


  • Process event revenue payments, prepare acknowledgement and invoice letters, and other related correspondence.
  • Maintain guest lists, gather and prepare registration materials, submit event logistics for development events and other duties as needed.
  • Coordinate with PAMM special events team, catering, entertainment, photographers and other providers for onsite and offsite development events, as needed.
  • Submit copy and art for e-communications and printed invitation forms for development events.
  • Assemble materials for events as needed.
  • Serve as onsite registration personnel for key donor events as needed.
  • Other duties as assigned.
Physical Demands:
  • Walk, bend, lift (up to 25 pounds) including files, office supplies and electronic equipment
  • Finger dexterity to pick up paper and use computer keyboard
  • Close visual acuity to perform an activity such as: preparing and analyzing data and figures; transcribing; viewing a computer terminal; extensive reading
  • Ability to hear in normal tones including telephone and face-to-face conversation
  • Availability to work extended evening and weekend hours.
Teamwork Skills:
  • Strong communication (written and oral) and presentation skills.
  • Ability to adapt to changing priorities and deliver work product within strict time demands.
  • Ability to work independently and efficiently on several projects simultaneously.
  • Attention to detail and flexibility.

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