Donor Prospect & Administrative Specialist

Harvard University; Cambridge (MA); Hybrid; USD 42,000 - 60,000; Full time

Job summary

Harvard University is seeking a Development Assistant on the Gift Planning team to provide essential administrative support to two Gift Planning Officers. The role liaises with donors, alumni, faculty, and staff to maintain smooth operations within the AA&D unit.

You will manage prospect data, prepare materials for meetings, coordinate travel, and ensure timely follow-up on action items, while upholding confidentiality and professional standards at Harvard's Cambridge campus.

Qualifications

• 1–2 years of related experience.
• Exceptional customer service skills, strong writing ability, and attention to detail.
• Solid computer skills in a PC environment with capability to master new software in database management.
• Excellent skills in Microsoft Word and Excel.
• May be required to work during designated University holidays.

Responsibilities

• Provides administrative support to gift officers throughout the prospect management process, including outreach, lead tracking, and data entry in the alumni/donor database.
• Achieves proficiency in the alumni/donor database to research prospects, organize data and produce reports.
• Maintains calendars for gift officers, organizes meetings, and takes/distributes notes.
• Coordinates gift officers’ travel arrangements, reimbursements, and expenses with the budget office.
• Develops and prepares background and solicitation materials and follows up with materials and reports.
• Serves as a resource for policies and procedures and disseminates updates to teams.

Skills

Customer service

Writing

Attention to detail

Microsoft Word

Microsoft Excel

Tools

Microsoft Office

Job description

Harvard University is seeking a Development Assistant on the Gift Planning team to provide essential administrative support to two Gift Planning Officers. The role liaises with donors, alumni, faculty, and staff to maintain smooth operations within the AA&D unit.

You will manage prospect data, prepare materials for meetings, coordinate travel, and ensure timely follow-up on action items, while upholding confidentiality and professional standards at Harvard's Cambridge campus.