Development Assistant, Priorities and Initiatives

Reporting to the Senior Director of Priorities and Initiatives, this full-time non-exempt position in the University Development Office supports the work of the Senior Director and Senior Associate Director. The Development Assistant serves as principal administrative contact and liaison for external and internal constituencies including donors, alumni, faculty, senior academic leaders, and Harvard University colleagues.
Job-Specific Responsibilities:
Provide general administrative support, efficiently responding to phone and email inquiries. Assist managers with managing projects, tasks and workflow.
Schedule meetings and update managers on all schedule changes and progress frequently. Anticipate and resolve scheduling conflicts and proactively review calendars with managers to ensure key deadlines can be met. Anticipate agenda needs and initiate their development and distribution.
Draft a high volume of correspondence, contact reports, meeting agendas, and memos. Manage correspondence, memos, and reports using Harvard’s donor database, Advance. Provide general internet research and data gathering.
Create and format reports from database utilizing Microsoft excel. Take notes and capture action items in meetings.
Support managers with frontline duties as needed by scheduling meetings and appointments, drafting external correspondence, briefing preparation, and managing next steps.
Create system for managing tasks and confirm their priority and status with manager regularly.
Make travel arrangements for managers or others as needed, including booking travel and accommodations, managing trip itineraries and scheduling appointments, confirming meetings and locations, assisting with briefing preparation and troubleshooting during days of travel or with appointments as needed. Prepare detailed expense reports and ensure trip/prospect meeting follow up is completed, including preparing debriefs and updating the Advance database.
Process and book complex, high-level gifts through proper channels. Inform fundraisers of completed gifts and communicate with colleagues to ensure accurate stewardship.
Manage and maintain team information, resources and materials in centrally, staff-accessible locations such as Harvard’s intranet the Source and Microsoft SharePoint.
Cultivate favorable relationships and work closely throughout the year with other AA&D departments, including Events, Research, and others, as well as senior leaders and faculty, and partners across the university.
Contribute to team effort by accomplishing related tasks and special projects as needed.
May be asked to provide additional support for the broader University Development team during times of peak activity or staff transition. Works closely with other members of the support team to advance the goals of the department.
The above covers the most significant responsibilities of the position. It does not, however, exclude other duties, the inclusion of which would be in conformity with the level of the position.
Basic Qualifications:
Minimum of one-two years of related experience, where education (beyond high school) may count towards experience.
Exceptional customer service skills, strong writing ability, and attention to detail is necessary.
Solid computer skills in a PC environment with the capability to master new software applications and technologies in database management.
Excellent skills in the functional use of Microsoft Office software, especially Word and Excel.
You will be expected to work certain events/campus activities, such as reunions each Spring, and participate in department retreats that are taking place on campus in Cambridge, MA.
Additional Qualifications and Skills:
College degree from an accredited institution strongly preferred.
Must be highly organized, detail-oriented, and have the ability to work competently and efficiently in a fast paced, multi-task environment.
Entrepreneurial and creative approach to identifying and solving problems, with a desire to help the team maximize effectiveness
Excellent written and oral communication skills, including strong knowledge of English grammar, spelling and punctuation to accurately edit and proofread correspondence, memos, meeting notes and other materials.
Strong interpersonal skills and self-presentation via email, phone and in-person.
Ability and desire to work in an environment with changing priorities, focus areas, and deadlines. Ability to successfully navigate change and ambiguity through prioritization, flexibility, adaptability, curiosity, and information gathering.
Ability to work under pressure in certain situations.
Must be able to develop excellent relationships with members of the university community.
Must be professional, confidential, honest and reliable.
Must have capability to evaluate problems accurately and display good, sound, and confidential judgment with excellent diplomatic skills.
Ability to work independently and collaboratively as part of a team.
Experience interacting with senior level executives, leaders, and/or staff preferred; comfortable speaking in group settings.
Interest in development and/or higher education is a plus, and knowledge of fundraising in a non-profit setting is helpful.
May work additional evening and weekend hours, on rare occasions.

Employment type
Full-time

Work arrangement
Hybrid