Development Assistant

Maestro Cares Foundation; Chicago (IL); On-site; USD 42,000 - 56,000; Full time

Job summary

Maestro Cares Foundation seeks a Development Assistant to support donor and partner engagement, coordinate auction donations, and manage event gift bag logistics in Chicago. The role involves researching prospects, making donation requests by phone and email, and ensuring timely acknowledgments and follow‑ups.

The position reports to the Fundraising Manager and collaborates with the Development and Events teams to build relationships, secure in‑kind contributions, and help deliver successful

Qualifications

• Bachelor’s degree in Business, Marketing, Communications, Nonprofit Management, or a related field, or an equivalent combination of education and experience.
• Two years of relevant nonprofit development, donor relations, events, customer service, or administrative support.

Responsibilities

• Coordinate donor, partner, and brand engagement for events and fundraising.
• Research prospective donors and community partners aligned with mission and needs.
• Conduct outreach by phone and email using approved messaging and materials.
• Record communications and next steps in Salesforce and track follow‑ups.
• Assist with auction donation outreach, packaging, and post‑event acknowledgments.
• Support event gift bag coordination and distribution with teams and volunteers.
• Prepare reports showing outreach progress, responses, and donations.

Skills

Strong communication

Donor outreach

Relationship building

Phone and email outreach

Time management

Attention to detail

Education

Bachelor’s degree in Business/Marketing/Communications/Nonprofit Management

Two years nonprofit development experience

Tools

Salesforce

Microsoft Office

CRM systems

Job description

The Development Assistant supports Maestro Cares Foundation’s fundraising efforts through donor and partner engagement, auction donation outreach, and the coordination of donated products for event gift bags. Working closely with the Fundraising Manager and Development and Events team, this position helps build relationships, secure in‑kind contributions, and support successful fundraising events.

This role is ideal for someone who enjoys connecting with people, is comfortable making donation requests by phone and email, and follows through consistently. The Development Assistant coordinates assigned outreach from initial research through donation confirmation, delivery, acknowledgment, and post‑event follow‑up.

KEY RESPONSIBILITIES

Donor and Partner Engagement

• Research prospective donors, businesses, brands, and community partners aligned with MCF’s mission and fundraising needs.


• Conduct personalized outreach by phone and email using approved messaging and materials.


• Follow up on assigned requests and maintain professional, responsive communication with prospective and existing contributors.


• Maintain an active outreach pipeline and follow‑up schedule, ensuring prospects are contacted consistently until a response or final disposition is received. Record communications, interests, commitments, and next steps in Salesforce.


• Prepare donor acknowledgments and support ongoing engagement through event invitations, updates, and post‑event communications.


• Refer sponsorship opportunities and requests for special recognition or benefits to the Fundraising Manager for review.

Auction Donation Outreach and Coordination

• Identify and solicit donated items and experiences for live and silent auctions based on priorities established by the Development team.


• Maintain an organized record of prospects, requests, responses, confirmed donations, and outstanding follow‑up.


• Collect donation forms, item descriptions, photographs, donor‑provided values, restrictions, expiration dates, and redemption instructions.


• Coordinate the pickup, shipping, receipt, and storage of donated items.


• Assist with assembling auction packages and preparing accurate auction listings for review.


• Support auction setup, item distribution, and post‑event follow‑up with donors and winning bidders.


• Flag missing information, delivery delays, or fulfillment concerns promptly.

Event Gift Bag Outreach and Coordination

• Research and contact brands and businesses for donated products suitable for MCF event gift bags.


• Confirm product descriptions, quantities, delivery dates, shipping arrangements, and proposed recognition expectations.


• Track contributions against event quantities and deadlines, and communicate shortages or delivery concerns to the team.


• Coordinate product receipt, inventory, storage, and gift bag assembly with the Events team and volunteers.


• Support distribution at events and ensure contributors receive timely acknowledgments and approved recognition.

Development Administration and Reporting

• Maintain accurate and timely donor, prospect, and donation records in Salesforce and applicable event platforms


• Prepare donation receipts and acknowledgments using approved procedures and templates and coordinate approved contributor recognition.


• Prepare regular outreach reports showing completed outreach, responses, confirmed contributions, pending requests, outstanding deliveries, and next steps. Coordinate with Finance and Development staff to clarify donation records and resolve discrepancies as needed. Coordinate with Finance and Development staff to clarify donation records and resolve discrepancies.


• Collaborate with Marketing on approved solicitation materials, donor communications, auction assets, and contributor recognition.


• Maintain organized electronic files and protect confidential donor, financial, and organizational information.

Event and Team Support

• Support planning and execution of MCF’s Gala, Golf Tournament, and other fundraising activities.


• Coordinate assigned event logistics with staff, vendors, volunteers, and contributors.


• Assist with event preparation, registration, auction activities, gift bag distribution, and post‑event wrap‑up.


• Represent MCF professionally at events and in communications with donors and community partners.


• Provide additional administrative support to the Development team as assigned.

The Fundraising Manager establishes outreach priorities and goals. Donation acceptance, sponsorship benefits, purchases, and commitments on behalf of MCF require approval in accordance with Foundation procedures.

QUALIFICATIONS

• Bachelor’s degree in Business, Marketing, Communications, Nonprofit Management, or a related field, or an equivalent combination of relevant education and experience.


• Two years of relevant experience in nonprofit development, donor relations, events, customer service, sales support, hospitality, community outreach, or administrative support.


• Strong communication skills, both written and verbal.


• Comfort initiating conversations, making donation requests, and following up professionally by phone and email.


• Strong relationship‑building skills and a courteous, persistent approach to outreach.


• Excellent organization and attention to detail, with the ability to manage multiple requests and deadlines.


• Strong writing skills, including the ability to prepare clear, personalized outreach and acknowledgment messages.


• Proficiency in Microsoft Office and experience maintaining records in a CRM or comparable database; Salesforce experience preferred.


• Experience with auction or fundraising platforms such as GiveSmart or Classy is a plus.


• Ability to work collaboratively, apply feedback, and communicate concerns or delays promptly.


• Availability for occasional evening and weekend events.


• Commitment to MCF’s mission.

WHAT SUCCESS LOOKS LIKE

• Assigned outreach is completed consistently, professionally, and within established timelines.


• Prospects receive appropriate and persistent follow‑up until a response or final disposition is received.


• Consistent progress is made toward established goals for auction donations, gift bag contributions, and other in‑kind support.


• Donation requests, communications, commitments, and next steps are accurately documented in Salesforce.


• Auction items and gift bag contributions are received with complete information by established deadlines.


• Donors and partners receive responsive communication, timely acknowledgment, and approved recognition.


• The Development team receives reliable progress reports and early notice of gaps, delays, or issues requiring attention.

Specific outreach goals, donation targets, and timelines will be established by the Fundraising Manager based on event schedules and departmental priorities.

WORK SCHEDULE

This engagement requires in‑person services at MCF’s Chicago office and designated event locations. Office access is available Monday through Friday, 9:00 a.m. to 5:00 p.m. Occasional evening and weekend work is required for events, with scheduling coordinated by the Fundraising Manager.

EQUAL OPPORTUNITY

Maestro Cares Foundation is an equal opportunity employer. We are committed to an inclusive workplace and do not discriminate on any basis protected by applicable law. Reasonable accommodations are available to qualified applicants and employees with disabilities.

ABOUT MAESTRO CARES FOUNDATION

The Maestro Cares Foundation (MCF) is a nonprofit organization founded in 2012 by international music icon Marc Anthony and entrepreneur Henry Cárdenas. The foundation's mission is to improve the quality of life of disadvantaged children and communities in Latin America and the United States. MCF partners with local foundations and organizations to fund sustainable projects that create safe and healthy environments for children, supporting both their developmental and academic needs.

Thank you for your interest in joining the Maestro Cares Foundation team!