Development Associate and Campaign Coordinator

Provide comprehensive administrative support to the Chief Development Officer, including calendar management, meeting and outreach coordination, travel arrangements, expense management, and document preparation.

Manage and prioritize communications and constituent outreach for the CDO, ensuring timely responses and follow-up actions.

Prepare and organize materials for meetings, presentations, and reports as needed by the CDO, including tracking and drafting agendas.

Ensure timely preparation and delivery of briefings for donor meetings.

Assist CDO in preparing for meetings with the CEO, the Chair of the Board of Trustees, and other internal/external meetings as needed, including arranging for research briefs, compiling agendas, and other information/materials as appropriate.

Assist with the Philanthropy Committee of the Board as needed

Play a leadership role in the weekly CEO/CDO Priorities meeting which manages donor outreach. Maintain tracking system and collaboration with key members in the department and in coordination with the Executive Office. With the CEO/CDO Priorities group, and in partnership with the Executive Office, coordinate and arrange donor travel trips for the CEO and CDO (New York, Florida, etc.)

Draft correspondence for outreach emails.

Oversee the CDO’s signing of gift acknowledgment letters on a weekly basis.

Manage all CDO expense submissions, tracking, and reporting.

Staff and prepare agendas for weekly senior development meetings and monthly development department meetings.

Work closely with the VP for Development and Campaign Planning to plan all aspects of senior development retreats (twice per year).

Assist the CDO and AVP of Individual Philanthropy in coordinating and supporting the activities of the Engagement Councils, including agenda setting, event logistics, prospect lists, and preparation of all meeting-related materials.

Track all CDO donor meetings, uploading information into Tessitura.

Support the donor portfolio management of leadership volunteers, including board members.

Collaborate with Development events team and the individual gift officers to support and help manage event outreach.

Collaborate with CDO, VP of Development and Campaign Planning, and AVP on various projects aimed to support Campaign.

Conduct research, compile data, and prepare reports to support Campaign as needed.

Maintain a high level of professionalism and confidentiality in all interactions with board members, staff, and external partners.

Perform other administrative and operational duties as assigned to support the development and engagement goals of the BSO.

Stock and replenish general office supplies, printer paper, and other supply orders upon request by colleagues.

Reserve meeting spaces, manage calendar invites, coordinate catering, and other important tasks.

Coordinating set up of staff meetings as needed.

Staff development and board events upon request.

BS/BA or equivalent

Prior experience as an Executive Assistant or equivalent is preferred (1-2 years).

Prior development experience or equivalent required (1-2 years)

Strong customer service skills, donor relations experience preferred.

Strong writing and excellent proofreading skills

Ability to be pro-active

Superior organizational and project management skills, and ability to manage multiple tasks in a fast-paced environment

Strong computers skills required, experience in CRMs preferred

Exceptional attention to detail and an ability to handle confidential materials with discretion

Sense of humor and overall flexibility important

Willingness to work evening and weekends when needed

Position requires significant time on the Tanglewood Campus in the Berkshires in the summer months