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Development Assistant
About the Thomas Jefferson Foundation
The Thomas Jefferson Foundation has a twofold mission of preservation and education, and was incorporated in 1923 to preserve Monticello, the home of Thomas Jefferson, in Charlottesville, Virginia. Today, the Foundation seeks to bring history forward into national and global dialogues by engaging audiences with Jefferson's world and ideas, and sharing the history of everyone, enslaved and free, who lived and labored at Monticello. Monticello is recognized as a National Historic Landmark, a United Nations World Heritage Site and a Site of Conscience.
Development Assistant (Full-time)
Purpose:
The Development Assistant provides administrative and project support to the Chief Development Officer (CDO) and helps manage operations of the Development department, which is responsible for securing philanthropic support to empower Monticello’s mission and vision. This position serves as the CDO's primary administrative partner, managing scheduling, correspondence, and logistical functions that allow the CDO and senior development staff to focus on donor relationships and fundraising activity. As part of support to the CDO, this position supports special projects and contributes to prospect research at a defined and supported level. The Development Assistant also serves as a primary point of contact for donors and prospects who visit or contact the department, and supports the department's event logistics and special tour program. The Assistant will be an energetic team player who is highly organized, flexible, and able to manage multiple competing priorities.
We will look to you to:
Serve as the CDO’s primary administrative partner.
- Manage the CDO's calendar, including scheduling internal and external meetings, coordinating with other attendees, and ensuring adequate preparation time before donor meetings, board activities, and travel.
- Assist with email and correspondence management, including prioritization of incoming inquiries, routing to appropriate staff, and drafting or preparing responses as directed.
- Provide timely and accurate travel support, including arrangements for transit, lodging, and itineraries, and coordination with hosts and other attendees.
- Assist with preparation of meeting agendas, packets, presentations, and materials for internal and external meetings, partnering with IT and other departments as needed to ensure meetings run smoothly.
- Provide management support of development special projects, including task management, special research, and assignments.
- Serves as liaison between Development and President’s Office, as well as other members of Monticello’s Leadership Team, assuring close coordination and collaboration on shared initiatives, strategies, and opportunities.
- Offer senior level “problem solving” support for CDO assessing urgency and requirements of situations, determining necessary level of additional staff or departmental involvement, and assisting to coordinate appropriate actions.
- Manage special projects, collaborating with and assisting the Development team on an as-needed basis to assure their success and support the CDO in holding them accountable to timelines and commitments.
Contribute to prospect research at a defined and supported level.
- Prepare basic biographical profiles and donor briefing materials for the CDO and President's Office in advance of donor meetings and solicitations, drawing on available web-based resources, giving history in Raiser's Edge, and other reference tools as directed.
- This position supports prospect research at a defined and directed level; primary responsibility for database-driven research, wealth screening, and data analysis rests with the Development Database Administrator.
Serves as a primary point of contact for donors and provide support for development efforts and events.
- Answer the Development department's main phone line and greet donors and guests visiting the office, providing a professional and welcoming first point of contact, and manage the department's general email inbox.
- Serve as a logistical point of contact for leadership donors requesting special access, tours, or other engagement at Monticello, in coordination with the CDO and relevant program staff providing concierge-level service.
- Support development events in close partnership with the Events department, including assistance with logistical and staffing plans, management of event responses and correspondence, preparation of printed materials and name tags, and staffing events as needed.
Provide operational and logistical support to the department.
- Manage and organize office communications and files to ensure efficient departmental operations, including managing departmental paperwork, copying, printing, and mailing functions.
- Maintain the department's budget tracking responsibilities, including monthly reconciliation, invoice management, credit card logs, and reimbursement processing.
Knowledge, Skills and Abilities:
- Bachelor’s degree preferred or equivalent experience which demonstrates required knowledge, skills and abilities.
- Minimum of one to three years of administrative experience, preferably in a nonprofit, cultural, or educational environment.
- Prior experience supporting senior leadership preferred.
- Strong written, verbal, and organizational skills, with the ability to manage competing priorities and deadlines with composure.
- Proficiency in Microsoft Office required; experience with Blackbaud Raiser's Edge or RE NXT a plus and expected to be developed on the job.
- Strong interpersonal skills and the ability to interact professionally with donors, trustees, and colleagues across departments representing varied backgrounds and seniority levels.
- Ability to exercise good judgment, demonstrate an understanding of and commitment to the ethical principles associated with working in development, and to use discretion in interactions with members of the Monticello community.
- Understanding of budgeting concepts; ability to maintain and reconcile a departmental budget.
Physical Demands and Work Considerations:
- Must have a valid Driver's License with personal vehicle and ability and willingness to travel as needed, including occasional evening and weekend work.
- Monticello is located on a mountaintop; walking on steep inclines, and uneven, rocky ground is required.
We provide the following benefits for our full-time employees:
- Excellent benefits package (including medical, dental, vision, 401(k) retirement savings plan plus 6% match, life insurance, and more!).
- Fitness club membership discount.
- Discount in the Monticello Café, gift shop, and Monticello online catalog.
- Employee Assistance Program (EAP) – free for employee and dependents.
- $500 employee referral bonus.
If you believe this opportunity is the right fit for you, we encourage you to apply!
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