Harvard University — Staff Assistant, Individual Giving


This full-time non-exempt position in the University Principal Gifts department supports the work of the Associate Vice President and another Senior Principal Gifts Officer who are responsible for raising transformational gifts for the University. Responsible for day-to-day administrative duties including calendar scheduling, travel and expense reimbursement for the two fundraisers. Drafts and finalizes high-level correspondence and briefings; report generation related to the principal gifts pipeline; maintaining the Advance database; and undertaking various other projects related to cultivating and stewarding major philanthropists. Works independently on specific projects. Provides the integral research efforts required to carry out effective and efficient donor engagement for events and meetings. Assists in the development and maintenance of prospect lists in coordination with research and UDO staff.


  1. Provides general office support, including answering phones, responding to phone and email inquiries, and maintaining calendars.
  2. Makes travel arrangements for supervisors.
  3. Schedules meetings and appointments.
  4. Maintains files on capital gift prospects.
  5. Drafts correspondence, memoranda, reports, and prospect briefings using complex databases.
  6. Maintains various tracking reports to assure accurate and up-to-date information on prospects and event attendance.
  7. Assembles and prepares event materials for the president.
  8. Researches prospects and produces reports and lists using the Advance database.
  9. Provides information to alumni upon request and as appropriate.
  10. Handles expense reports.
  11. Communicates with other University departments and faculty as needed.
  12. Undertakes independent projects as required.
  13. Cultivates favorable relationships and works closely throughout the year with other AA&D departments including but not limited to Communication, Events, Recording Secretary’s Office, and Harvard Alumni Association to help accomplish the goals of principal gift fundraising.
  14. Contributes to team effort by accomplishing related tasks and special projects as needed.
  15. The above covers the most significant responsibilities of the position. It does not, however, exclude other duties, the inclusion of which would be in conformity with the level of the position.

Basic Qualifications

Minimum of two years related office experience; knowledge of Microsoft Office software; must occasionally work additional evening and weekend hours.

Additional Qualifications

College degree from an accredited institution strongly preferred. Must be highly organized, detailed oriented and have the ability to work competently and efficiently in a multi-task environment. Knowledge of English grammar, spelling and punctuation. Ability to accurately proofread and edit correspondence. Strong interpersonal skills; excellent phone manner and personal presentation. Ability to work under pressure, understand and follow policies and procedures, and accommodate change. Ability to work independently as well as collaboratively on a team. Experience interacting with corporate executives and senior level staff preferred.


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