Administrative Assistant to the Director of Development

Job Type

Full Time



Start Date


Application Deadline



50 Hagiwara Tea Garden Drive
Golden Gate Park
San Francisco
United States


The Fine Arts Museums of San Francisco is seeking an Administrative Assistant to the Director of Development.

Comprising the de Young and Legion of Honor Museums, the Fine Arts Museums of San Francisco welcome more than 1.5 million visitors annually, present more than 20 exhibitions per year, house a world-class collection of 151,000 important artworks, and have a member base of 100,000 households. 

The Administrative Assistant to the Director of Development works closely with the Director of Development to grow and improve the Museums' fundraising efforts. The position provides an ideal opportunity to be involved in and influence all aspects of an innovative and growing $30 million fundraising department. 

In addition to providing administrative support to the Director of Development, the Administrative Assistant coordinates department projects, manages the daily operations of the Development office, and routinely performs a variety of complex and confidential tasks. 

The ideal candidate is a self-motivated and highly organized individual with excellent communication and customer service skills who can manage many simultaneous projects and deadlines, motivate peers within a collaborative culture, proactively identify ways to improve efficiencies, and thrive in a fast-paced environment.

 Typical Duties and Responsibilities: 

  1. Provides administrative support to the Director of Development, scheduling meetings with Board members and high level donors, preparing proposals and research profiles for solicitations, managing the Director's calendar, and drafting correspondence. Proactively anticipates future needs based on the upcoming events, meetings, deadlines, and other activities.
  2. Supports the Director of Development in implementing new department strategies that ensure the team is operating at the highest capacity. Within his/her own responsibilities, proactively identifies opportunities to improve efficiency.
  3. Coordinates department-wide projects, such as the quarterly Fine Arts Magazine, the Annual Donor Wall, the Annual Report, various department printing projects (folders, notecards, etc.), the development team list, and various new initiatives and other projects.
  4. Performs general administrative duties for the Development department, including but not limited to managing department calendars, answering or making telephone calls, opening and screening mail, handling items that need immediate attention and are often confidential in nature, assisting with events and correspondence.
  5. Assists with scheduling department meetings; prepares and distributes meeting materials, including agendas and supporting documentation. May attend meetings and take minutes as requested.
  6. Supports the Development Committee meetings, including managing refreshments, coordinating meeting dates, preparing handouts and powerpoint presentations, taking and distributing minutes.
  7. Helps facilitate development-specific onboarding procedures for new development employees. Assists with departmental timecard management. 
  8. Under direction of Director of Development, coordinates fundraising activities with the Office of the Director including gift acknowledgements, donor updates, and event calendar. Transmits and fulfills instructions regarding donors and trustees of the Museums and other matters, including work of a highly confidential and sensitive nature.
  9. Uses Salesforce CRM system to access donor information, enter contact reports for the Director of Development, create research profiles for donors, and maintain accurate records of donor correspondence.
  10. Coordinates donor meetings, lunches, and dinners for the Department, as well as staff retreats and gatherings.
  11. Develops, maintains, and keeps current a variety of files and records.
  12. Coordinates ordering and distribution of department exhibition catalogues, VIP tickets, and office supplies


Minimum Qualifications: 

Education: Bachelor's degree from an accredited college or university. 

Work Experience: 2 years work experience in administrative support. Development or marketing experience

preferred. Work experience in a museum or similar institution also preferred. 

Skills and Abilities:  

  • Self-motivated, highly organized, and deadline-driven.
  • Excellent organizational, writing, and communication skills, and a work product that exhibits a high degree of detail and accuracy.
  • Ability to thrive in a fast-paced environment. Time management skills are essential.
  • Project management experience a plus, but not required. Training can be provided.
  • Knowledge of basic business math skills.
  • Knowledge of modern office methods, practices, and procedures.
  • Knowledge of various filing systems and report writing.
  • Exceptional interpersonal skills and customer service orientation.
  • Ability to establish and maintain effective and appropriate working relationships with staff, volunteers, trustees, senior staff, the general public, and outside organizations.
  • Strong follow-through skills and problem-solving skills with an ability to meet deadlines.
  • Ability to analyze, organize, and carry out projects with minimal instruction. Must be able to take the initiative and to make sound work decisions in accordance with rules, regulations, and institutional policies and procedures.
  • Proven record of accomplishment of outstanding administrative skills.
  • Ability to maintain confidentiality, a high level of discretion, and a professional demeanor.
  • Available to work nights and weekends for events or deadlines as needed.
  • Proficiency in Microsoft Office (Word, Excel, PowerPoint, and Outlook). Experience with databases, preferably Raiser's Edge and/or Salesforce. Ability to work on the computer on a continuous basis.
  • Knowledge of art history and/or the museum industry preferred.


Step 1 of the pay range is $20.03 per hour.

This Union position is full-time, and has a full benefits package including medical, dental, vision and generous vacation, sick, and holiday policy.

Application Deadline: November 18, 2018


This Union position is full-time, and has a full benefits package including medical, dental, vision and generous vacation, sick, and holiday policy.

Level of Language Proficiency


Professional Level

Entry level

Minimum Education Required

4-year degree

How To Apply

Resume and Cover Letter