Office Assistant

  • Job posted by Development Guild DDI

Job Type

Full Time




United States


Office Assistant

Development Guild DDI

Brookline, MA | Summer 2018

Development Guild DDI, a management consulting firm working exclusively with education, health, and nonprofit organizations, seeks an Office Assistant with excellent customer service, organizational, and collaborative skills. The Office Assistant will provide administrative support to the Brookline office and work within teams to coordinate projects for the firm’s nonprofit clients.

About Development Guild DDI

Each year Development Guild DDI partners with approximately 80 to 90 clients in the following areas:

• Executive Search: Development Guild DDI provides retained search counsel for leadership-level positions: Chief Executive Officer, Executive Director, Chief Advancement or Development Officer, and Directors of the key fundraising units. At the same time, we offer multi-search services for clients building out their teams in support of ambitious strategic philanthropic goals. We have a valued history of providing these multiple services to clients over time, leveraging the knowledge, relationships and insight gained during a planning or fundraising engagement for an executive search. The span of our client engagements across our service lines provides an optimal platform for lead generation and sales, and gives us access to those organizations investing in leadership positions.

• Fundraising: The largest fundraising firm based in Boston and a growing force in other geographic regions, Development Guild DDI applies an approach that combines evidence with strategic insight and experience to help shape and achieve client fundraising goals, which range to greater than $1 billion. We engage with our fundraising clients for periods that span from five months to five years. Services include fundraising assessment and planning, campaign feasibility studies, strategic campaign counsel, design and implementation of major gift programs, and training for fundraising professionals and volunteers. Development Guild DDI staff work in teams tailored to each client’s unique needs, providing specific sector intelligence, cross-sector insight, and hands-on functional expertise.

With offices in Boston and New York, Development Guild DDI invests considerable effort to ensure challenging and interesting opportunities for its staff, offering a collegial environment exemplified by committed colleagues, a learning culture, and cross-team assignments. The company’s consistently high quality and exceptional staff of 30+ employees are a direct result of Development Guild DDI’s ongoing, major commitment to the professional development of its staff members and cross-training of its professional staff in executive search, fundraising and organizational strategy. Many of Development Guild DDI’s clients are committed to social justice and diversity. Candidates who share these values can anticipate that Development Guild DDI’s work environment also supports these values.

About the Position

Development Guild DDI seeks a full-time Office Assistant with excellent customer service, communication and organizational skills, as well as a commitment to working with extraordinary nonprofit organizations. The Office Assistant will sit at the front desk, providing administrative and facilities, including human resources support to the Brookline Office. This position will also be responsible for providing technology help desk services to our staff. The Assistant will have the opportunity to serve as coordinator, working with consultants on client project teams. This position will report to Kate Michaud, Director of Staff Development. This is a full-time non-exempt position based in our Brookline office.

Key Responsibilities

Administrative, facilities and human resources tasks


• Sit at the front desk and greet visitors

• Serve as primary phone coverage

• Assist with facilities maintenance including communicating with building management, vendor relationships, and completing expense reports

• Distribute mail deliveries and drop-off outgoing mail and shipments

• Monitor, order and distribute office supplies for Brookline and NY office

• Book travel and process expense reports

• Support NY office facility usage: NY supplies, reserving office space, trouble shooting, etc.

• Assist business development leads in tracking and recording moves, drafting and editing sales materials, research, other as requested

• Other tasks as requested

Human Resources

• Assist with scheduling and planning staff events

• Assistant with new hire on boarding and off boarding (scheduling/etc.)

• Update paid days off tracking system

• Serve as coordination for internal searches

• Posting to, tracking and maintaining internal systems

• Assist with fundraising registration submissions and renewals

• Assist with weekly assignment meeting preparation (gather capacity response, print reports)

• Serve as a liaison to the New York office

• Assist with other HR tasks (employment research/etc)

Client Services

Serve as coordinator and provide assistance on a variety of executive search and fundraising client projects

• Draft and edit internal documents, agendas, spreadsheets and other materials (e.g. position announcements, board packets, gift tables/etc.)

• Schedule and prepare for internal team and client meetings

• Enter/Update information into the firm’s database and maintain client files

• Perform internet and database research

• Monitor contract progress and budgets

• Build relationships with candidates and foster positive relationships with clients

• Assisting with mailings and ad placement

Technology Help Desk support tasks

• Provide help desk services on premises in Brookline, remotely to the New York office and other remote users

• Document tasks and protocols at the time of training on phones, copiers, alarm system, laptops, phones, webcams, Zoom conferencing/etc.

• Maintaining tech supplies, licenses, inventory of equipment

• Provide maintenance of phone system users, passwords, and holiday auto-attendant

• Assist in the roll out of new technologies

• Manage technology expenses and reimbursements

• Reporting to Director of Information Systems on technology

Key Qualifications

• 1-2 years of work experience in a professional setting, experience in administrative support

• Interest in career path related to office management, project management

• Customer service oriented: professional phone manner, friendly disposition

• Excellent communications skills, including editing

• Exceptional organizational skills and attention to detail

• Aptitude and appetite for technology troubleshooting and problem solving

• Strong computer skills (word processing, graphics and spreadsheets), able to pick up new programs and ideas quickly

• Able to work well with different constituencies

• Patient and flexible work style, willingness to take responsibility for work

• Resourceful, able to work well in a fast-paced environment, multitask and prioritize

• High level of professionalism, diplomacy, and responsiveness

• Team-oriented

For consideration, please email your cover letter and resume in confidence to:

Kate Michaud

Director of Staff Development

Development Guild DDI

All qualified candidates will receive consideration for employment without regard to race, color, religion, age, sex, national origin, disability or protected veteran status.

For more information about Development Guild DDI, please visit


Professional Level

None specified

Minimum Education Required

No requirement

How To Apply

For consideration, please email your cover letter and resume in confidence to: