Development Assistant, Harvard Gift Planning

Harvard University • Cambridge, MA

1d • Hybrid

About The Position

The Development Assistant supports Harvard Gift Planning (HGP) and two Gift Planning Officers, reporting to a Gift Planning Officer. This full-time, non-exempt role is the principal administrative contact and liaison for donors, alumni, faculty, senior academic leaders, Harvard colleagues, and other internal and external constituents. The position supports prospect management, gift officer administration, research, training logistics, policy and procedure management, and general departmental operations. It requires discretion with confidential information, professionalism, sound judgment, strong organization, and effective communication. The work arrangement is hybrid, with schedule and location determined by the department based on operational needs.

Requirements

• Minimum of one to two years of related experience; education beyond high school may count toward experience.
• Exceptional customer service skills, strong writing ability, and attention to detail.
• Solid computer skills in a PC environment and ability to master new software applications and database-management technologies.
• Excellent functional skills with Microsoft Office, especially Word and Excel.
• Professional, confidential, honest, and reliable conduct; an even disposition and poise when dealing with people of varied backgrounds and experience.
• Ability to evaluate problems accurately and exercise sound, confidential judgment.
• Strong organization and attention to detail, with ability to work efficiently on multiple tasks under deadlines.
• Strong verbal and written communication skills, including excellent English grammar, spelling, and punctuation; ability to compose, proofread, and edit high-level correspondence.
• Strong project-management skills, including deadline tracking and stakeholder coordination.
• Ability to work scheduled events and campus activities, including spring reunions, and attend department retreats on campus in Cambridge, Massachusetts.
• Ability to work in a Harvard-registered state when working at a non-Harvard location, subject to applicable University policy and work-location sponsorship requirements.
• A cover letter is requested as part of the application.

Nice To Haves

• Thorough understanding of Excel.
• Experience working with confidential data and/or legal documents.

Responsibilities

• Provide administrative support throughout the prospect management process, including outreach, lead tracking, database entry and maintenance, scheduling, meeting preparation, and follow-up on action items.
• Develop proficiency in the alumni/donor database to research prospects, organize information, produce reports, and ensure records are accurate and timely.
• Maintain gift officers’ calendars, organize meetings, and take and distribute notes.
• Coordinate gift officers’ travel arrangements, reimbursements, and expenses in collaboration with the budget office.
• Prepare background and solicitation materials for prospect meetings and complete follow-up, including providing materials and entering contact and visit reports.
• Serve as a resource on policies, protocols, and procedures, and disseminate relevant policies through appropriate channels.
• Handle confidential donor, alumni, and student information with discretion, and interact professionally with internal and external constituents.
• Anticipate and resolve problems to fulfill responsibilities effectively.
• Research gift and academic areas to respond to questions from donors and their advisors.
• Manage the HGP Office Policy and Procedures Manual, drafting new material and overseeing updates and revisions.
• Liaise with the Research team and communicate prospect research needs, particularly for new and emerging prospects.
• Assist with marketing and logistics for planned giving training workshops for University fundraisers.
• Attend relevant training and professional development sessions, including off-site sessions as required.
• Participate in weekly department and supervisor meetings and provide agenda items for discussion.
• Stay current on planned-giving developments and inform others of changes in laws or policies.
• Assist with special projects and perform departmental administrative duties, including phone coverage and maintaining office files and materials.
• Adhere to departmental and University policies and procedures and stay informed of changes.
• Provide interim staff support during peak periods or coverage needs; attend relevant campus events, including spring reunions, and participate in on-campus department retreats.
• May be required to work during designated University holidays.

Benefits

• Generous paid time off, including parental leave.
• Medical, dental, and vision 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.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: No Education Listed