Development Assistant

The Museum of Modern Art•New York, NY

11d•Hybrid

About The Position

The Museum of Modern Art is hiring a Development Assistant to provide administrative and operational support to the Trustee Giving and Campaign Operations team. The role emphasizes project coordination, accurate data entry, and timely execution of gift processing, acknowledgments, and recordkeeping. It is operations-focused and works primarily with internal partners. The ideal candidate is independent, detail-oriented, professional, responsive, and collaborative. The position handles gift documentation and tracking, donor records and reporting, trustee and donor communications, stewardship activities, meeting coordination, expenses, invoices, and related administrative support. It may also support major-gift and other donor events, depending on interest and availability. The role requires on-site presence five days per week during the initial 90-day employment period. After that, the schedule is four days per week on-site, subject to change at management’s discretion; some weeks will require five on-site days. This is a unionized position represented by Local 2110, UAW, AFL-CIO.

Requirements

Bachelor’s degree or equivalent experience, plus two or more years of relevant experience in a development office or comparable setting, such as a nonprofit or cultural institution or other gift or donor-records administration.
Demonstrated project-coordination and data-management experience, including tracking multiple workstreams and deadlines and maintaining accurate, well-organized records.
Exceptional writing and proofreading skills and the ability to draft polished donor and trustee correspondence accurately and attentively.
Strong organization, initiative, and responsibility, with the ability to manage multiple priorities and follow through without close supervision.
Proficiency with Microsoft Office Suite, Google Workspace, and a CRM such as Salesforce or similar.
Strong Excel skills for data entry, sorting, and reconciliation.
Ability to work independently on detail-heavy tasks while collaborating professionally and responsively with colleagues and trustee offices.
Comfort communicating with donors by phone and email on routine matters.
Ability to handle confidential information with discretion.
Exposure to expense tracking, invoice processing, or working with budgets; advanced financial analysis is not required.
On-site presence five days per week during the 90-day initial employment period; thereafter, four days per week on-site, subject to management’s discretion, with some weeks requiring five on-site days.

Nice To Haves

Experience with advanced CRM or Excel functions, such as report building, pivot tables, or automation, and recommending or implementing process improvements.
Interest in modern and contemporary art.

Responsibilities

Complete gift paperwork and gather required documentation so gifts can be posted; review documentation to ensure gifts are processed and allocated appropriately and donor expectations are met.
Update gift tracking systems for gifts from trustees and committee members, campaign and endowment contributions, and pledge payments; record and track new pledges and supporting documentation promptly.
Review and reconcile records against donor databases to ensure data accuracy.
Draft and send gift acknowledgments and tax acknowledgment letters, ensuring gifts are acknowledged promptly by the appropriate person or people; maintain communication records in the CRM and files.
Maintain donor-management tracking resources in the CRM, project-management tools, and Excel, including gifts and pledges, donor and recognition information, appeals, and stewardship touchpoints.
Maintain donor and program records and files, and respond to information requests from other departments.
Work with the Associate Director and Development Officer to develop and refine CRM-based tracking systems and reports to improve team efficiency.
Coordinate the creation and distribution of committee dues reminders and trustee appeals throughout the fiscal year.
Prepare and distribute gift renewals, pledge invoices, stewardship communications, correspondence, and materials for committee-related projects; collaborate with the team on proposals as needed.
Correspond with donors and trustee offices by phone and in writing, responding promptly to requests, calls, and emails.
Support the coordination and execution of annual and long-term recognition projects.
Coordinate recurring and ad hoc team meetings.
Handle confidential donor and trustee information with discretion.
Maintain team expenses and budgets, process vendor invoices, and keep related files.
Support major-gift and other donor events as interest and availability allow.
Perform other duties reasonably related to the functions above.