Development Assistant

The Museum of Modern Art; New York (NY); On-site; USD 56,000 - 68,000; Full time

Job summary

The Museum of Modern Art is seeking a Development Assistant to provide administrative and operational support to the Trustee Giving and Campaign Operations team. The role focuses on project coordination, accurate data entry, and timely execution to ensure gifts are processed and recorded accurately.

Ideal candidates are detail-oriented, professional, and collaborative, with experience in data management, donor communications, and CRM usage.

Qualifications

• Bachelor's degree or equivalent experience; 2+ years in a development office or nonprofit setting.
• Experience in project coordination and data management with multiple deadlines.
• Excellent writing and proofreading for donor/trustee communications.
• Highly organized, proactive, and able to manage multiple priorities with minimal supervision.
• Proficient in Microsoft Office, Google Workspace, and a CRM (Salesforce or similar); strong Excel skills.
• Ability to work independently while collaborating with colleagues and trustee offices.
• Comfort communicating with donors by phone and email; handle confidential information discreetly.
• On-site presence required five days a week during the 90-day initial employment period; then four days per week onsite, with possible variation.

Responsibilities

• Process gift paperwork and ensure timely posting and allocation.
• Maintain gift tracking in CRM and donor databases; reconcile records.
• Draft gift acknowledgments and tax letters; log communications.
• Maintain donor tracking in CRM, PM tools, and Excel; support reporting.
• Prepare donor communications and stewardship materials; assist with proposals.
• Coordinate meetings and manage confidential donor information.
• Assist with budgets, vendor invoices, and related expenses.

Skills

Project coordination

Data management

Writing & proofreading

Organization & multi-tasking

Independent work

Donor communications

Education

Bachelor's degree or equivalent experience

Tools

Microsoft Office Suite

Google Workspace

CRM (Salesforce or similar)

Excel

Job description

The Museum of Modern Art is currently accepting applications for a Development Assistant who will provide administrative and operational support to the Trustee Giving and Campaign Operations team, with an emphasis on project coordination, accurate data entry, and timely execution. Ensures gifts are processed, acknowledged, and recorded accurately, so the team, trustees, and donors can count on a well‑run, responsive operation.

This is an operations-focused role with mostly internal partners. The ideal candidate enjoys independent, detail-oriented work and is professional, responsive, and collaborative.

Specific responsibilities include:

Gift Processing and Acknowledgments

• Completes gift paperwork and gathers required documentation (checks, letters, etc.) so gifts can be posted. Reviews documentation to ensure gifts are processed and allocated appropriately and that donor expectations are met.
• Updates gift tracking systems for gifts from trustees and committee members, campaign and endowment contributions, and pledge payments. Ensures new pledges and supporting backup documentation are recorded and tracked in a timely manner. Regularly reviews and reconciles records against donor databases to ensure data accuracy.
• Drafts and sends gift acknowledgments and tax acknowledgment letters, ensuring every gift is acknowledged in a timely manner by the appropriate person(s). Maintains records of communications in the CRM and files.

Data Coordination and Reporting

• Maintains donor management tracking resources in the customer relationship management (CRM) system, project management tools, and Excel, including gifts and pledges, donor and recognition information, appeals, and stewardship touchpoints.
• Maintains donor and program records and files, and responds to requests for information from other departments.
• Contributes to the development and refinement of CRM-based tracking systems and reports with the Associate Director and Development Officer to improve team efficiency.

Donor and Trustee Communications and Stewardship

• Coordinates the creation and distribution of committee dues reminders and trustee appeals throughout the fiscal year.
• Prepares and distributes gift renewals, pledge invoices, stewardship communications, and correspondence, as well as materials for committee‑related projects. Collaborates with the team on proposals as needed.
• Corresponds with donors and trustee offices by phone and in writing, responding to requests, calls, and emails promptly.
• Supports the coordination and execution of annual and long‑term recognition projects.

Administration, Meetings, and General Support

• Coordinates recurring and ad‑hoc team meetings.
• Handles confidential donor and trustee information with discretion.
• Maintains team expenses and budgets, processes vendor invoices, and keeps related files.
• Has the opportunity to support major gifts and other donor events, as interest and availability allow.
• Performs any other duties reasonably related to the functions above.

Requirements:

• Bachelor's degree or equivalent experience, plus two or more years of relevant experience in a development office or comparable setting (such as a nonprofit or cultural institution, or other gift or donor‑records administration).
• Demonstrated experience in project coordination and data management, including tracking multiple workstreams and deadlines and maintaining accurate, well‑organized records.
• Exceptional writing and proofreading skills, with the ability to draft polished donor and trustee correspondence with accuracy and attention to detail.
• Extremely organized, proactive, and responsible, with the ability to manage multiple priorities and follow through without close supervision.
• Proficiency with Microsoft Office Suite, Google Workspace, and a CRM (Salesforce or similar). Strong Excel skills for data entry, sorting, and reconciliation.
• Ability to work independently on detail‑heavy tasks while collaborating professionally and responsively with colleagues and trustee offices.
• Comfort communicating with donors by phone and email on routine matters.
• Ability to handle confidential information with discretion.
• Exposure to tracking expenses, processing invoices, or working with budgets. No advanced financial analysis required.
• On‑site presence is required five days a week during the 90-day initial employment period. Thereafter the schedule is four days per week onsite, subject to change at management’s discretion, with the understanding that some weeks on‑site presence five days a week will be required.

Preferred:

• Experience with advanced CRM or Excel functions (such as report building, pivot tables, or automation) and recommending or implementing process improvements.
• Interest in modern and contemporary art.

Reports to: Associate Director, Trustee Giving and Campaign Operations

Salary: The salary for this position is $61,801 (gross) per annum

Equal Employment Opportunity Policy Statement:

Equal Employment Opportunity has been, and will continue to be, a fundamental principle at the Museum, where employment is based upon personal capabilities and qualifications without discrimination because of race, color, religion, sex, age, national origin, disability, pregnancy, genetic information, military or veteran status, sexual orientation, gender, gender identity or expression, marital and civil partnership/union status, alienage or citizenship status, creed, genetic predisposition or carrier status, unemployment status, familial status, domestic violence, sexual violence or stalking victim status, caregiver status, arrest or conviction record to the extent required by applicable law, credit history, or any other protected category as established by applicable law, including the New York City Human Rights Law (“NYCHRL”).

This is a unionized position at MoMA with covered employees represented by Local 2110, UAW, AFL-CIO.

This employer is required to notify all applicants of their rights pursuant to federal employment laws. For further information, please review the Know Your Rights notice from the Department of Labor.