Development Assistant

SUMMARY 
The Development Assistant is a key member of the Major and Principal Gifts team, a group of dynamic fundraisers working with CalArts’ most generous and philanthropic individual donors. Reporting to the VP of Fundraising, the Assistant provides support for the execution of personalized fundraising and stewardship strategies for donors giving $25,000 and above and for prospects with the potential to give at that level. Primary responsibilities include: developing written donor communications; tracking campaign progress and preparing documentation of all contributions; maintaining accurate donor records in database; and logistical support for donor meetings, special events, and Institute events. 

With a dynamic President, and a new Chief Advancement Officer, as well as a growing staff of fundraising professionals--the advancement efforts at CalArts over the next several years will support a strategic vision rooted in increased equity and access for all students, funds challenging curriculum innovation, and underwrites campus-wide infrastructure to support sustainable growth. Engaging all constituents, the Advancement division looks to collaborate broadly with students, faculty, staff, and volunteer leadership to achieve growing fundraising goals. 

ESSENTIAL JOB FUNCTIONS: 

• Work in collaboration to provide support with identifying, cultivating, soliciting, and stewarding individual major gifts level donor prospects/donors. 
• Support major gift officers in mapping out the stewardship activities of individual major donors and prospects, document and track progress of these activities.
• Design and implement coordinated and individualized outreach and engagement strategies for these individuals. 
• Draft and coordinate all types of personalized written materials including solicitations, acknowledgements, notes, briefings, newsletters, even itineraries, pledge reminders, tax receipts, etc) 
• Respond to routine inquiries on gift opportunities and determine appropriate follow-up. 
• Write briefing documents, put together funding proposals, and other materials as needed
• Represent the CalArts both on and off campus. 
• Maintain records of outreach and engagement activity consistently and promptly in the database knowledge of salesforce a plus
• Partner with Advancement Services colleagues to ensure accurate gift processing, coding and tracking.
• Assist major gifts colleagues to regularly report on campaign and overall fundraising progress  
• Planning, preparing and coordinating creative and personalized gifts for donors as they related to Institute milestones and/or personal donor milestones (birthdays, anniversaries, life events) 
• Provide excellent, proactive customer service to donors and their respective teams through direct contact via phone, email, mail and in person
• Facilitate the connection between donors and the students whom they support via online or in person events. Facilitate the dissemination of student work to donors as a means of stewardship 
• Ensure the fulfillment of donor benefits and stewardship activities, including proper recognition and gift crediting in digital and print materials, REDCAT ticket requests, event RSVPs and regular greeting of donors at Institute activities
• Oversee creation, production and maintenance of collateral materials for use by frontline fundraisers
• Credit card reconciliation and scheduling meetings for GOs

SKILLS/ABILITIES: 

• Experience in front-facing, customer service-oriented role is required
• Excellent written and verbal communications skills. 
• High level of diplomacy while working easily with high-level donors, senior leadership and faculty. 
• Proven track record of quality writing and/or content creation. 
• Excellent proofreading skills and attention to detail, with excellent knowledge of grammar and how best to communicate in a succinct, appealing manner. 
• Ability to manage multiple tasks simultaneously and successfully on short deadlines. 
• Commitment to serving diverse constituents. Ability to effectively convey messages to different audiences in a variety of different formats 
• A collaborative, team-oriented attitude. Maintain a positive presence on campus and extend good-natured grace and enthusiasm in all personal interactions
• Proficiency with Salesforce and Tableau preferred

All team members must:

• Demonstrate strong organizational, written, and oral communication skills. Think strategically and creatively and perform with expertise in order to support the advancement of CalArts 
• Work with high level of self-motivation to proactively move multiple tasks forward while documenting and sharing progress, and meeting strict deadlines 
• Have experience and confidence in donor database management and ease in functioning in CRM systems 
• Be tech savvy and able to use best practices to improve and reinforce business processes, ensuring effective time management and outcomes-based work performance 
• Possess strong computer skills: Google suite, CRM databases, mail merges, presentation software, video integrated meeting systems, and digital event registration products 
• Maintain confidentiality with regard to donor relations at all times 
• Commit to serving diverse constituents in an environment that embraces inclusiveness, diversity, equity and access 
• Collaborate effectively with a large team and attend to competing needs 
• Work with coworkers to promote and maintain a positive work environment while supporting strategic partnerships and collaborative relationships across the CalArts campus 
• Possess the emotional intelligence to interpret and act on emotions in themselves and others 
• Utilize personal skills in dealing with people with diplomacy, tact, maturity 
• Demonstrate grit by maintaining composure when things go wrong as well as a sense of humor to stay sane and keep a positive attitude no matter what happens 

EDUCATION: 
Bachelor level degree required 

EXPERIENCE: 

• Experience in front-facing, customer service-oriented role is required
• Development/fundraising, writing and events logistics (or related experience) is preferred
• Experience working collaboratively with colleagues and donors
• Experience and/or interest in contemporary art forms across disciplines
• Experience with Salesforce or similar CRM tool is preferred

ADDITIONAL INFORMATION: 
The Advancement Division works in a hybrid model, spending a minimum of 2 days per week on campus or at in-person meetings, and the remainder of days working from home. Because the division is responsible for fundraising events, applicants must be available to work additional hours during evenings or weekends, and at peak periods of the year. During certain brief times during the academic calendar, there will be restrictions on vacation approvals to ensure the division can adequately support the fundraising initiatives that align with the Institute’s highest priority activities.