Individual Giving Assistant

Brooklyn Museum; New York (NY); On-site; USD 45,000 - 65,000; Full time

Benefits offered by this job

Medical Insurance

401(k) Plan

PTO & Holidays

Disability Coverage

FSAs/HSAs

Employee Assistance Program

Free museum admissions

Hybrid work schedule

Staff discounts

Job summary

The Brooklyn Museum is seeking an Individual Giving Assistant to support the Director of Individual Giving and Major Gifts, ensuring smooth operations and donor stewardship.

The role will involve calendar management, materials preparation, donor research, and cross-department coordination, with growth opportunities within a dynamic nonprofit museum in Brooklyn, New York.

Qualifications

• Bachelor's degree from an accredited four-year college or university.
• Two to four years of nonprofit administration, executive support, fundraising, development operations, project management, or a related field; museum experience preferred.
• Excellent organizational, administrative, and project management skills in a fast-paced environment.
• Strong written and verbal communication including donor correspondence and meeting briefs.
• Attention to detail and accuracy in donor records and communications.
• Experience supporting senior leaders, managing calendars, coordinating meetings, and tracking follow-up actions.
• Ability to handle confidential information with professionalism and discretion.
• Strong interpersonal skills and professional presence when interacting with donors and leadership.
• Proficiency in Microsoft Office; experience with Tessitura or another CRM; Canva is a plus.
• Demonstrated initiative and ability to work independently and collaboratively.

Responsibilities

• Provide administrative, logistical, and project management support to the Director of Individual Giving and Major Gifts.
• Manage the Director’s calendar, including donor meetings and cross-department coordination.
• Coordinate team meetings and departmental planning with agendas and minutes.
• Prepare donor meeting materials, briefs, proposals, and talking points.
• Maintain donor records and correspondence in Tessitura for assigned portfolios.
• Draft and edit donor letters, summaries, and stewardship communications.
• Track donor interactions and post-meeting action items for follow-up.
• Conduct donor research and prepare concise briefs and prospect profiles.
• Create and manage donor invoices and gift documentation.
• Coordinate with Development, Curatorial, and other departments to support engagement strategies.
• Assist with donor cultivation events and logistics.
• Support process improvements and workflow documentation for operations.
• Perform general administrative tasks and special projects.

Skills

Donor stewardship

Communication skills

Organizational skills

Calendar management

CRM experience

Research skills

Discretion

Team collaboration

Education

Bachelor's degree

Tools

Tessitura CRM

Microsoft Office

Canva

Job description

The Brooklyn Museum is a world-renowned cultural institution dedicated to preserving and showcasing art, history, and heritage. Our mission is to bring people together through art and experiences that inspire celebration, compassion, courage, and the will to act. Our vision is to serve as an institution where art is a powerful force for personal transformation and social change. Celebrating our differences and learning about our diverse communities through our collections, exhibitions, and programming is the core of who we are and what we do.

We are committed to creating and cultivating a community of talented, passionate people who are inspired to make the Museum an important hub of community activity and a great global destination. Our staff have the opportunity to grow their professional skills and work collaboratively with colleagues they admire and respect.

About the Role

The Individual Giving Assistant position provides an opportunity to play an integral role in supporting the Brooklyn Museum’s Individual Giving program and advancement efforts at a pivotal moment in the Museum’s history. This role provides dedicated administrative and operational support to the Director of Individual Giving and Major Gifts and helps ensure the smooth day-to-day functioning of the Individual Giving team. The position supports donor stewardship activities, research, meeting preparation, portfolio administration, and departmental operations, helping the team stay organized and move fundraising priorities forward.

Qualifications

A successful candidate will meet many of these requirements and have the desire and capacity to learn the rest on the job:

• Bachelor's degree from an accredited four-year college or university.
• Two to four years of relevant experience in nonprofit administration, executive support, fundraising, development operations, project management, or a related field; experience in a museum, cultural institution, or arts organization is preferred.
• Excellent organizational, administrative, and project management skills, with the ability to manage multiple priorities and deadlines in a fast-paced environment.
• Strong written and verbal communication skills, including the ability to draft donor correspondence, meeting briefs, research summaries, and fundraising materials.
• Exceptional attention to detail and commitment to accuracy in donor records, scheduling, financial documentation, and communications.
• Experience supporting senior leaders, managing calendars, coordinating meetings, and tracking follow-up actions.
• Ability to handle confidential information with professionalism, discretion, and sound judgment.
• Strong interpersonal skills and professional presence when interacting with donors, trustees, Museum leadership, and colleagues.
• Proficiency in Microsoft Office applications; experience with Tessitura or another CRM/database system is strongly preferred. Canva experience is a plus.
• Demonstrated initiative, resourcefulness, and ability to work both independently and collaboratively while supporting the mission of the Brooklyn Museum.

Responsibilities

• Provide administrative, logistical, and project management support to the Director of Individual Giving and Major Gifts, ensuring efficient daily operations and progress toward fundraising goals.
• Manage the Director’s calendar, including donor meetings, internal check-ins, team meetings, and cross-departmental coordination, with proactive scheduling and conflict resolution.
• Coordinate team meetings and departmental planning, including preparing agendas, taking meeting minutes, tracking action items, and maintaining the Individual Giving calendar.
• Prepare donor meeting materials, briefing documents, proposals, talking points, and follow-up materials for meetings and events.
• Maintain accurate donor records, contact reports, fundraising plans, and correspondence in Tessitura for the Shelby White and Leon Levy Director of the Brooklyn Museum and the Director of Individual Giving and Major Gifts portfolios and other assigned prospects.
• Draft and edit donor correspondence, meeting summaries, stewardship communications, acknowledgment letters, and other fundraising materials.
• Track donor interactions, post-meeting action items, and event participation to ensure timely follow-through and accountability.
• Conduct donor research and prepare concise donor Fast Facts, meeting briefs, proposals, and prospect profiles in partnership with the Donor Research and Strategy team.
• Create and manage donor invoices and assist with gift documentation and related fundraising administration.
• Coordinate with Development, Curatorial, Executive Office, and other Museum departments to support donor engagement strategies and fundraising initiatives.
• Assist with the planning and execution of donor cultivation, stewardship, and fundraising events, including logistics, guest management, materials preparation, and follow-up.
• Support system improvements, process documentation, and workflow management initiatives to strengthen Individual Giving operations and team efficiency.
• Perform administrative tasks for the Individual Giving team, including financial reporting, project tracking, database data entry, and departmental record keeping. Work on special projects and other tasks, as assigned.

Department

Development

Reports to

Director of Individual Giving and Major Gifts

Union status

Union - UAW Local 2110

FLSA status

Non-Exempt

Position type

Full-time

Schedule

35 hours per week, Monday–Friday, 9 am–5 pm

Benefits

The Museum provides competitive compensation along with generous benefits and perks for all eligible employees. Individual benefit offerings may vary based on position type and union status.

• Medical, dental, vision and life insurance
• 401(k) Savings Plan and Pension Plan
• Generous paid time off, including annual vacation leave, sick leave, and 13 Museum holidays
• Short-term and long-term disability coverage
• Flexible Spending Accounts (FSAs) & Health Savings Accounts (HSAs) for eligible pre‑tax health care, dependent care, and commuter expenses
• Employee Assistant Program
• Free admission to various NYC museums and cultural institutions
• Early access to Museum exhibitions
• Invitations to staff‑only programs, tours, and on‑site engagement events
• Opportunities to participate in community initiatives and Museum programs
• 40% discount for staff in Museum shops
• All positions are based in Brooklyn, New York, with some eligible for a hybrid work schedule (three days on‑site / two days remote)

Apply Today

We recognize that it’s unlikely that any candidate will meet 100% of the desired qualifications for a role. If much of this job description resonates with you, we strongly encourage you to apply today. We’re committed to welcoming candidates with a wide range of experiences and perspectives – especially those who see themselves contributing to our mission to bring people together through art and experiences that inspire celebration, compassion, courage, and the will to act.