Development Assistant, External Relations at Harvard University — Boston, MA

Job Summary:

Working in the HBS Development Office, this position is responsible for performing a variety of complex administrative and project activities related to Development. This individual works on an interdependent team of support staff (Development Administration) within the larger Development group including Principal Gifts, Gift Opportunities, and Reunion Leadership Giving. They report to the Director of Development Administration with additional reporting lines to 3-4 frontline fundraisers whom they support in all aspects of their day to day work.

Job-Specific Responsibilities:

• Preparing officers for travel which may include: hotel and flight arrangements; preparing itineraries; compiling research; and preparing materials for alumni.
• Supports trip follow up by preparing expense reports, sending follow up materials to alumni, and entering contact reports.
• Supports frontline officers with list management, giving reports, and maintaining prospect updates in Advance database.
• Researches gift and academic areas to help address donor questions. May assist in preparing gift proposals and ensuring gift/pledge information is entered into Advance database.
• Oversees planning of some high-level events, including: preparing invitation lists, sending invites, managing RSVPs, writing event bios, working with event sites, and coordinating event follow up.
• Some data entry required.
• Drafts, edits, and proofreads correspondence, answers phones, reserves meeting space, maintains calendars, and orders office supplies.
• Works regularly with a variety of different reporting databases and software programs.
• Other administrative/professional responsibilities as needed.
• Build trust and collaboration by being present on-site and engaging directly with colleagues and various constituents.
• This role is responsible for other duties as assigned.

Basic Qualifications:

• High School Diploma, GED, or equivalent is required.
• 3+ years of experience in administrative support role(s) and/or related experience is required.
• Education beyond high school may count toward experience.
• Microsoft Office (Word, Excel, PowerPoint and Outlook) experience is a must.

Additional Qualifications and Skills:

• Anticipates and resolves problems to effectively fulfill these responsibilities.
• Excellent verbal and written communication skills
• Proven customer service, interpersonal and organizational skills
• High level of attention to detail, ability to work independently, and work effectively with interruptions to meet tight deadlines and respond quickly
• Ability to interact appropriately across all organizational levels and with alumni and donors
• Ability to manage confidential information appropriately with a high level of sensitivity and discretion
• Ability to learn new software and databases
• The ideal candidate will act as a leader amongst the greater Development Administration Team, set a positive example for staff across the team, demonstrate an inclination towards peer mentorship, and an impulse to improve processes
• This individual has a desire to work as part of a team with an all-hands-on deck approach and maintains a “no job is too big or small” philosophy.
• Familiarity with Advance Web or other Customer Relationship Management programs/reporting tools and a working knowledge of complex excel functions is a plus
• Experience providing complex administrative support is a plus.

Working Conditions:

• Occasional overtime may be required, in addition to the ability to work one weekend per year (May/June) for Alumni Reunions
• Standard Hours/Schedule: 40 hours per week, overtime eligible position
• Visa Sponsorship Information: Harvard University is unable to provide visa sponsorship for this position
• Pre-Employment Screening: Identity
• Other Information:
• This is a hybrid position which we consider to be a combination of remote and onsite work at our Boston, MA based campus. HBS expects all staff to be onsite a minimum of 3 days per week and departments provide onsite coverage Monday – Friday. Specific hours and days onsite will be determined by business needs and are subject to change with appropriate advanced notice.
• We may conduct candidate interviews virtually (phone and/or via Zoom) and/or in-person for this role.
• A cover letter is required to be considered for this opportunity.

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Work Format Details

Salary Grade and Ranges

Benefits

• Generous paid time off including parental leave
• Medical, dental, and vision health insurance coverage starting on day one
• Retirement plans with university contributions
• Wellbeing and mental health resources
• Support for families and caregivers
• Professional development opportunities including tuition assistance and reimbursement
• Commuter benefits, discounts and campus perks