Development Assistant
The Development Assistant is a part-time, seasonal position responsible for providing administrative support for donor relations and cultivation, as well as contributing to the planning, production, and implementation of Locust Projects’ fundraising events and activities to support donor cultivation, stewardship, and retention.
The Development Assistant is responsible for donor database management, including recording donor contributions, tracking and reporting donations, managing event registrations, coordinating donor recognition, and maintaining communications with donors and event attendees. The Development Assistant works closely with the Executive Director, Deputy Director, and Communications + Content Manager to ensure timely and effective donor outreach and engagement, as well as the successful execution of donor events and experiences. The role also supports the Executive Director and Deputy Director with Board of Directors recordkeeping and related administrative tasks.
This relationship-focused, logistics-oriented, and data-driven position requires exceptional attention to detail in managing benefits, budgets, reports, and database records. The role is fast-paced and complex, requiring a professional, personable, proactive, and highly organized individual who is committed to excellent customer service and fostering a culture of philanthropy. The ideal candidate is a resourceful problem-solver with the energy and ability to balance multiple priorities. They will serve as an engaged team member and ambassador for Locust Projects, supporting the organization’s mission and goals.
This position reports directly to the Deputy Director and is classified as non-exempt.
DEVELOPMENT ASSISTANT RESPONSIBILITIES INCLUDE, BUT ARE NOT LIMITED TO:
- Process all donations, event payments, and membership payments.
- Maintain digital donor files and create, update, and correct records in the donor database.
- Maintain and monitor designated contacts and mailing lists, and capture email addresses collected at events.
- Prepare donor reports.
- Prepare thoughtful, well-written acknowledgment letters and other correspondence in a timely manner.
- Ensure compliance with established donor acknowledgment procedures.
- Create invoices and tax receipts for donations and sponsorships.
- Provide administrative support for membership renewals.
- Monitor the Development Department email account and direct incoming messages to the appropriate team members.
- Manage multiple calendars to schedule meetings and keep internal calendars up to date with member and donor events.
- Collaborate with the Deputy Director to ensure accurate donor recognition on the donor wall and website.
- Support the Deputy Director in fulfilling membership and donor benefits.
- Assist the Deputy Director and Executive Director with preparing meeting materials and recording meeting minutes, as needed, for Board of Directors meetings.
- Support the planning and execution of all events led by the Development Department, including the Annual Benefit Dinner, Spring Fundraiser, and member and donor events. Responsibilities include maintaining guest lists, preparing registration materials, assisting with guest check-in, supporting event setup and breakdown, and collecting receipts.
- Cultivate and manage relationships with external vendors to ensure efficient, cost-effective events and identify opportunities for in-kind contributions.
- Coordinate event logistics, including catering, security, valet, permitting, tenting, and related arrangements.
- Help secure event-day staff and volunteers, and delegate tasks to and train interns with approval from the Director.
- Share responsibility with all staff for the upkeep and maintenance of Locust Projects’ space.
- Perform other duties as assigned.
- Represent Locust Projects professionally in all interactions.
PREFERRED QUALIFICATIONS AND EXPERIENCE:
- A bachelor’s degree in a related field and/or at least three years of relevant professional experience.
- Familiarity with Miami’s social scene and arts community.
- Excellent written and verbal communication, hospitality, and customer service skills, both in person and virtually.
- A calm, composed demeanor and a willingness to support a small team with grace and adaptability.
- Excellent planning and event management skills.
- Ability to work independently on projects while collaborating effectively as part of a close-knit team.
- Ability to manage competing priorities and meet tight deadlines in a fast-paced environment.
- A proactive, creative, and collaborative approach to work.
- Strong interpersonal skills, resourcefulness, and problem-solving abilities.
- Commitment to maintaining confidentiality and upholding ethical standards in all dealings with donors and artists.
- Experience working with customer relationship management (CRM) database systems.
- Proficiency in Microsoft Office Suite, particularly Excel.
- Commitment to Locust Projects’ mission, vision, and values, including diversity, equity, and inclusion.
- Ability to work evenings and weekends as scheduled.
- Commitment to pursuing professional development opportunities relevant to the position.
To apply please send a resume and cover letter to info@locustprojects.org and cc communications@locustprojects.org