Assistant Director of Donor Relations

Harvard-Westlake School • Studio City, CA

20h • Onsite

About The Position

Harvard-Westlake School seeks a hard-working, creative, detail-oriented, collaborative, organized, energetic, and dependable Assistant Director of Donor Relations to support a comprehensive stewardship program that appropriately recognizes Harvard-Westlake donors and demonstrates the impact of their support. This position contributes to donor impact communications, assists with event coordination, and provides support to frontline fundraisers. This position will report to the Campaign Director within the Office of Advancement and work closely with the Director of Major and Planned Giving and other gift officers. This position will work primarily from our Upper School Campus located in Studio City, CA.

Requirements

• Bachelor's degree
• 2–4 years of stewardship, donor relations, or related advancement experience preferred
• Strong organizational skills with the ability to manage multiple tasks and deadlines across varied projects
• Customer-service orientation in both skill and disposition
• Graphic design proficiency (Canva experience a plus) and print production experience
• Collaborative and inclusive working style
• Self-starter with a positive, energetic approach
• High emotional intelligence (EQ)
• Ability to work calmly under pressure with a sense of humor
• Excellent writing, storytelling, and communication skills
• Enthusiasm for building relationships with colleagues, alumni, and school families
• Computer fluency and comfort with Excel and relational/administrative databases
• Enthusiasm to become part of our vibrant, diverse, and inclusive school community

Responsibilities

• Support and help maintain a systematic, office-wide stewardship program in coordination with the Campaign and Major and Planned Giving teams, helping to ensure transparency, gratitude, and impact are consistently communicated to donors
• Maintain and update the list of capital gifts and endowed funds—including lead donors, key documents, fund balances, chairholders, impact statements, and recognition—for use in reporting materials and the Annual Report
• Assist with stewardship processes for Harvard-Westlake's giving societies, including loyalty donors, young alumni leadership donors, and planned giving donors
• Support the creation and installation of physical naming opportunities, helping to ensure lists are accurate and up to date and that naming agreements align with school policy
• Draft and coordinate the distribution of signed seasonal correspondence to key advancement constituents, including holiday cards, gifts, and related materials
• Participate in Major Gifts and other Advancement team meetings, office retreats, and general school functions
• Attend regional and national conferences related to stewardship and donor relations as assigned
• Prepare donor engagement and stewardship communications including endowment reports, donor impact reports, special recognition pieces, and stewardship elements within the Annual Report, in coordination with gift officers and the Campaign Director
• Assist with the coordination and execution of select Campaign and donor-related events (3–4 evening/weekend events annually), as well as broader advancement team events (10–15 evening/weekend events annually)
• Responsibilities include preparing guest lists, creating invitations, coordinating with vendors and campus facilities, tracking RSVPs, conducting follow-up, preparing nametags, coordinating seating assignments, and supporting event follow-up and acknowledgment
• Review the daily gift report and assist gift officers with providing timely, personalized recognition for their prospects
• Work with frontline fundraisers to support individualized stewardship for major gift prospects, including coordinating the use of gifts, engagement tools, and impact communications as directed

Benefits

• Top tier medical, dental, and vision coverage with zero to low premium contributions
• 403(b) Retirement with a 10% match and immediate vesting
• Cafeteria allowance – lunch is on us!
• Professional development support including continuing education
• Personal Growth grants
• Relocation Assistance
• Employee affinity groups
• Mental wellness resources and workshops
• Partially subsidized employee housing (subject to availability)
• Tickets to local sporting and entertainment events
• Discount at school bookstore (get your HW swag!)
• Paid holidays, including time off for Thanksgiving, Winter, and Spring break plus vacation!

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level