Development Associate for Donor Events

NORTON MUSEUM OF ART INC•West Palm Beach, FL

6d•Hybrid

About The Position

The Development Associate for Donor Events is a full-time, non-exempt position reporting to the Development Officer for Donor Events. This role provides coordination and administrative support for donor engagement activities, including events and travel programs. This Associate is responsible for the operational execution of donor-facing events, communications, and administrative workflows, including managing invitation timelines, communications, RSVP tracking, and participant coordination. This position ensures that all engagements are executed smoothly, accurately, and on schedule. Serving as a central point of organization, the Associate supports both strategic planning and day-to-day execution in close partnership with the Donor Engagement team – particularly the Development Officer of Donor Events – and external partners. As a member of the Donor Engagement team, this position collaborates closely with colleagues across the Strategic Advancement department to deliver a seamless, thoughtful, and high-quality donor experience while supporting the Museum’s fundraising goals and stewardship standards.

Requirements

BA/BS degree preferred, but not required
1+ year of relevant experience required
Museum or cultural institution experience preferred, but not required
Proficient in Microsoft Office applications, including database management (Altru proficiency a plus)
Excellent written, verbal, and communication skills with the ability to interact and integrate with a wide range of individuals.
Ability to convey a positive and professional image, especially in high-pressure situations with Museum staff, vendor, guests, and high- level donors.
Professional demeanor with the ability to interact effectively with staff, vendors, and high-level donors
Strong organizational skills with the ability to prioritize and manage multiple projects in a fast-paced environment
Sound judgment, problem-solving ability, and attention to detail
Ability to work independently and meet deadlines with minimal supervision
High level of discretion and ethical standards
Willingness to work evenings and weekends as needed and monitor communications after hours when urgent
This position will require evening, weekend and possible holiday hours.
The person in this position must be able to move about inside and outside the office, stand for long periods of time (up to at least 4 hours), communicate with managers and employees, access and operate computer and other office equipment; and ability to lift, move or carry up to twenty-five (25) pounds.

Nice To Haves

Altru proficiency a plus

Responsibilities

Manage RSVP tracking and maintenance for all Donor Engagement–led events, ensuring accuracy and real-time updates
Maintain and update donor event calendars, including staff invitations, event details, and scheduling changes
Draft event invitation copy for review and approval; incorporate edits and coordinate final distribution
Coordinate invitation production and mailing logistics, including mail merges, printing, and distribution
Ensure timely coordination and tracking of event-related deadlines across multiple donor engagement initiatives
Support maintenance of the master donor engagement calendar, identifying scheduling conflicts and opportunities for alignment.
Generate donor event mini briefs using Blackbaud Altru, including query pulls and initial formatting
Prepare and refine draft mini briefs for internal review, ensuring accuracy and completeness
Support distribution of finalized briefs to internal stakeholders, as directed
Maintain consistency and accuracy in donor-facing event communications
Provide operational support for cultivation dinners, council events, and donor engagement programming
Coordinate and execute select small-scale cultivation and stewardship events in partnership with Event Services
Support guest list preparation, attendance tracking, seating plans, and day-of logistics for assigned events
Provide on-site assistance as needed, including guest check-in, coordination, issue resolution, and other duties as assigned
Support the maintenance of tracking systems and documentation for travel program(s), including: Participant communications, Registration forms and materials (in coordination with external travel partners), Tracking confirmations, deadlines, and payment status in partnership with Development Operations
Support query pulls and data requests for Donor Event initiatives
Provide administrative support across Donor Engagement team initiatives, including Gala and ArtBeat, as needed
Ensure clear and efficient communication across internal teams and donor engagement workflows
Assist in the answering and monitoring of multiple phone lines and email inboxes to ensure timely and professional communication.
Maintain accurate and up-to-date records in Blackbaud Altru
Edit and proofread documents, reports, invitations, etc.
Perform other related duties and special projects as assigned.

Benefits

Medical, Dental, Vision, Worksite plans & Additional Life Insurance
Basic Life Insurance and AD&D, employer paid
Short-term Disability Insurance, employer paid
Flexible Spending Accounts and Health Savings Accounts
401(k) retirement plan and 2% employer match
Considerable paid time off, plus 4 additional discretionary days, and 9 recognized holidays
Flex Work options; hybrid & flexible schedule after an employee’s 90-day probationary period.
20% discount for staff in the Museum store
10% discount at The Restaurant
Membership to the ROAM Museum network