The Folger Shakespeare Library, located in Washington, D.C., is seeking a detail oriented and collaborative Advancement Associate to support the Chief Advancement Officer in fundraising, communication, and board development. The Advancement Associate supports the CAO through providing administrative support, project management, writing, analysis, and coordination, and support on projects that are the broad charge of the Advancement effort. The scope of Advancement includes: cultivating, soliciting, and stewarding donors; supporting the Board of Governors and related committees; major marketing and communication projects; government and public relations work; and, monitoring the Advancement department’s goals and objectives as relate to budget and performance benchmarks. The position requires experience working with and on behalf of nonprofit leaders and high net worth individuals, and necessitates impeccable oral and written communication skills, attention to detail, flexibility, and discretion.
Pandemic response: All non-essential Folger staff are working remotely from the DC area and all programming has been moved online. At present, the Folger has not set a date for return to in office operations for non-essential staff. It is expected that this role will work onsite in the future, for some or all of their work hours.
Duties and Responsibilities:
- Assumes primary responsibility for office management and administrative support for the Chief Advancement Officer. Drafts, edits, and proofreads correspondence, resolutions, grant applications, invitations, programs, and other materials as requested. Interacts regularly with senior administrators, board members, and major gift prospects.
- Assists with overall project management in major initiatives being handled by the CAO, ensuring that all benchmarks and deadlines that require the CAO’s action or input are scheduled and met.
- Oversees maintenance of files (hard copy for planned giving, electronic for most), including but not limited to keeping meeting records, correspondence, and contracts, and recording and filing meeting notes and correspondence in individual donor/prospect database records.
- Assists CAO in all scheduling, recognizing the primary importance and flexibility regarding donor visits and calls. Serves as clearing house for CAO’s internal scheduling, providing CAO with materials and purpose of all meetings. Anticipates and offers to support follow-up correspondence and promised information subsequent to meetings.
- Is instrumental on the preparation and dissemination of acknowledgements, proposals, and gift agreements with donors, coordinating with colleagues and the Executive Assistant to the Director as needed.
- Schedules and supports the CAO in Advancement Committee and Nominating & Governance meetings and Advancement Reports for Board of Governors meetings. Includes call for information from Associate Directors, assembling and distributing materials (financial and budget reports, minutes, summaries) for meetings, and providing direct support to the CAO and Governors/Committee members during meetings. Provides assistance to the Secretary of the Board (the Executive Assistant to the Director) in the preparation and organization of Board of Governors meetings overall, including events and other arrangements.
- Screens mail, telephone calls, and visitors for the CAO. Handles queries independently whenever possible.
- Keeps financial records for the CAO. Reconciles the CAO’s credit cards, budgets, and other financial matters. Obtains and reviews budget reconciliation reports from Finance and generates regular financial reporting from Tessitura for review. Processes check requests, logs invoices, and produces monthly expense reports as needed.
- Coordinates with advancement team on donor stewardship for Chief Advancement Officer; researches and prepares letters and reports as directed, coordinating with the Office of Special Events for luncheons and other cultivation events as requested, etc.
- Assists with Development events, including coordination and scheduling of tours, lunches, and teas for Director and Chief Advancement Officer; may represent the Folger at key events, or help with registration or other assignments; may coordinate logistics for donor travel, and accompanies CAO and other Folger leaders on travel as needed.
- Manages Development and Executive space requests on institution wide calendar
- Takes on special assignments, including but not limited to: coordinating the design and sending of annual holiday cards. to drafting letters and reports; conducting internet based research; attending and taking minutes at meetings; formatting charts, tables, and other graphics for presentations; maintaining and uploading content to internal wiki and external website as needed; and coordinating special projects with other institutions.
Education and Experience:
- Bachelor’s degree or equivalent work required.
- At least 4 years of experience working in development or board relations departments in a nonprofit environment is required.
- Experience supporting scheduling and communication with senior officers, board members, and donors is also required.
- Understanding of and experience with preparing or processing accounts payable, financial progress reports, and budgets also required.
Skills and Knowledge Required:
- This position requires excellent skills in organization, time management, writing, and interpersonal communication.
- A meticulous attention to detail is necessary.
- Confidentiality, discretion, and tact are essential.
- Must be proficient with Microsoft Office Suite (especially Excel and Word), web-based calendaring, Adobe Acrobat, and basic image manipulation.
- Must be able to successfully manage multiple, and sometimes conflicting, activities in a fast paced and deadline driven environment.
- Must be able to work independently and as a member of a team.
This job operates in a professional office environment. The employee may be exposed to various components of an office environment such as florescent lighting, pollen, dust, recycled air, cooling fans, semi-enclosed areas, central heating, seasonal warmer temperatures and office noise. The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
- Normal work week is Monday-Friday, 8:45 am to 4:45 pm. Ability to work varying and additional hours as project demands arise (including evenings and weekends as necessary).
- Occasionally required to move file boxes or other office items of 20 – 40 pounds.
- Ability to work at a computer for an extended period of time, with accuracy.
- Willingness and capacity to work in an office environment at a workstation, and to come and go repeatedly throughout the day as is necessary, to perform various responsibilities.
- Capacity to communicate, in person, or using video, phone, or electronic communication methods, in a manner which can be understood by others.
- Ability to plan, direct, and evaluate the work of subordinates.
- None. May provide guidance or direction to interns, as directed.
- Position is in pay grade 6. This is an hourly position with a base rate of $30-36 per hour and a 35 hour work week with occasional overtime or additional hours.
- Total compensation includes extensive benefits plan, including fully covered health, dental, and vision insurance and a generous 403b match, outlined at https://www.folger.edu/employee-benefits.
- Interested individuals should submit their cover letter and resume. Incomplete applications cannot be accepted. No phone calls please.
The Folger is an Equal Opportunity Employer.