Development Assistant, External Relations

Harvard University; Massachusetts; Hybrid; USD 55,000 - 75,000; Full time

Benefits offered by this job

Generous paid time off

Health, dental, vision insurance

Retirement plans

Wellbeing resources

Tuition assistance

Job summary

Harvard University’s Development Administration team in Boston supports complex administrative and project work for the Development Office. The role collaborates with frontline fundraisers, prepares travel logistics, handles expense reporting and contact reports, and maintains donor data in Advance.

We seek candidates with strong communication, confidentiality, and organizational skills, capable of teamwork and independent work in a hybrid on-site environment.

Qualifications

• 3+ years of administrative support experience.
• Excellent verbal and written communication skills.
• Ability to handle confidential information with discretion.
• Proficiency in Microsoft Office and basic database usage.
• Strong organizational skills and attention to detail.

Responsibilities

• Provide complex administrative support to the Development Administration team.
• Prepare travel arrangements, itineraries, and alumni materials.
• Enter and manage donor information in Advance and run reports.
• Assist in gift proposals and gift/pledge data entry.
• Coordinate events, RSVPs, and draft event bios.
• Draft, edit, and proofread correspondence; manage calendars and supplies.
• Support a collaborative, on-site team culture and cross-functional work.

Skills

Verbal communication

Written communication

Customer service

Interpersonal skills

Organizational skills

Attention to detail

Independent work

Education

High School Diploma

Tools

Microsoft Office

Job description

By working at Harvard University, you join a vibrant community that advances Harvard's world-changing mission in meaningful ways, inspires innovation and collaboration, and builds skills and expertise. We are dedicated to creating a diverse and welcoming environment where everyone can thrive.

Why join Harvard Business School

Harvard Business School, located on a 40-acre campus in Boston, was founded in 1908 as part of Harvard University. It is among the world's most trusted sources of management education and thought leadership. For more than a century, the School's faculty has combined a passion for teaching with rigorous research conducted alongside practitioners at world‑leading organizations to educate leaders who make a difference in the world. Through a dynamic ecosystem of research, learning, and entrepreneurship that includes MBA, Doctoral, Executive Education, and Online programs, as well as numerous initiatives, centers, institutes, and labs, Harvard Business School fosters bold new ideas and collaborative learning networks that shape the future of business.

Job Summary

Working in the HBS Development Office, this position is responsible for performing a variety of complex administrative and project activities related to Development. This individual works on an interdependent team of support staff (Development Administration) within the larger Development group including Principal Gifts, Gift Opportunities, and Reunion Leadership Giving. They report to the Director of Development Administration with additional reporting lines to 3-4 frontline fundraisers whom they support in all aspects of their day to day work.

Job‑Specific Responsibilities

• Preparing officers for travel which may include: hotel and flight arrangements; preparing itineraries; compiling research; and preparing materials for alumni.
• Supports trip follow up by preparing expense reports, sending follow up materials to alumni, and entering contact reports.
• Supports frontline officers with list management, giving reports, and maintaining prospect updates in Advance database.
• Researches gift and academic areas to help address donor questions. May assist in preparing gift proposals and ensuring gift/pledge information is entered into Advance database.
• Oversees planning of some high‑level events, including: preparing invitation lists, sending invites, managing RSVPs, writing event bios, working with event sites, and coordinating event follow up.
• Some data entry required.
• Drafts, edits, and proofreads correspondence, answers phones, reserves meeting space, maintains calendars, and orders office supplies.
• Works regularly with a variety of different reporting databases and software programs.
• Other administrative/professional responsibilities as needed.
• Build trust and collaboration by being present on‑site and engaging directly with colleagues and various constituents.
• This role is responsible for other duties as assigned.

Basic Qualifications

• High School Diploma, GED, or equivalent is required.
• 3+ years of experience in administrative support role(s) and/or related experience is required.
• Education beyond high school may count toward experience.
• Microsoft Office (Word, Excel, PowerPoint and Outlook) experience is a must.

Additional Qualifications and Skills

• Anticipates and resolves problems to effectively fulfill these responsibilities.
• Excellent verbal and written communication skills
• Proven customer service, interpersonal and organizational skills
• High level of attention to detail, ability to work independently, and work effectively with interruptions to meet tight deadlines and respond quickly
• Ability to interact appropriately across all organizational levels and with alumni and donors
• Ability to manage confidential information appropriately with a high level of sensitivity and discretion
• Ability to learn new software and databases
• The ideal candidate will act as a leader amongst the greater Development Administration Team, set a positive example for staff across the team, demonstrate an inclination towards peer mentorship, and an impulse to improve processes
• This individual has a desire to work as part of a team with an all-hands‑on‑deck approach and maintains a “no job is too big or small” philosophy.
• Familiarity with Advance Web or other Customer Relationship Management programs/reporting tools and a working knowledge of complex excel functions is a plus
• Experience providing complex administrative support is a plus.

Working Conditions

• Occasional overtime may be required, in addition to the ability to work one weekend per year (May/June) for Alumni Reunions.

• Standard Hours/Schedule: 40 hours per week, overtime eligible position
• Visa Sponsorship Information: Harvard University is unable to provide visa sponsorship for this position
• Pre-Employment Screening: Identity
• Other Information:
  • This is a hybrid position which we consider to be a combination of remote and onsite work at our Boston, MA based campus. HBS expects all staff to be onsite a minimum of 3 days per week and departments provide onsite coverage Monday – Friday. Specific hours and days onsite will be determined by business needs and are subject to change with appropriate advanced notice.
  • We may conduct candidate interviews virtually (phone and/or via Zoom) and/or in-person for this role.
  • A cover letter is required to be considered for this opportunity.

Work Format Details

This position has been determined by school or unit leaders that some of the duties and responsibilities can be effectively performed at a non‑Harvard location. The work schedule and location will be set by the department at its discretion and based upon operational needs. When not working at a Harvard or Harvard‑designated location, employees in hybrid positions must work in a Harvard registered state in compliance with the University’s Policy on Employment Outside of Massachusetts. Additional details will be discussed during the interview process. Certain visa types and funding sources may limit work location. Individuals must meet work location sponsorship requirements prior to employment.

Salary Grade and Ranges

This position is salary grade level 053. Please visit Harvard’s Salary Ranges to view the corresponding salary range and related information.

Benefits

Harvard offers a comprehensive benefits package that is designed to support a healthy work‑life balance and your physical, mental and financial wellbeing. Because here, you are what matters. Our benefits include, but are not limited to:

• Generous paid time off including parental leave
• Medical, dental, and vision health insurance coverage starting on day one
• Retirement plans with university contributions
• Wellbeing and mental health resources
• Support for families and caregivers
• Professional development opportunities including tuition assistance and reimbursement
• Commuter benefits, discounts and campus perks

Learn more about these and additional benefits on our Benefits & Wellbeing Page.

EEO/Non-Discrimination Commitment Statement

Harvard University is committed to equal opportunity and non‑discrimination. We seek talent from all parts of society and the world, and we strive to ensure everyone at Harvard thrives. Our differences help our community advance Harvard's academic purposes.

Harvard has an equal employment opportunity policy that outlines our commitment to prohibiting discrimination on the basis of race, ethnicity, color, national origin, sex, sexual orientation, gender identity, veteran status, religion, disability, or any other characteristic protected by law or identified in the university's non‑discrimination policy. Harvard’s equal employment opportunity policy and non‑discrimination policy help all community members participate fully in work and campus life free from harassment and discrimination.