Assistant for Development and Meetings

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.

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.