BASIC FUNCTION

Provide administrative and organizational support to the Senior Director of Development and handle assigned administrative, outreach, and development duties.

EDUCATION/EXPERIENCE REQUIREMENTS

Bachelor’s degree required. Minimum of one year of professional administrative work experience in a fast-paced, challenging work environment (preferably with experience in networking and organizing). Experience in development or fundraising.

KNOWLEDGE REQUIREMENTS

Microsoft Outlook (to include the calendar feature), Word, Excel and PowerPoint proficiency required; PeopleSoft and Microsoft Access preferred. Excellent organizational skills with high level of attention to detail and follow-up. Strong oral and written communication skills with ability to interact with all levels of internal and external stakeholders (including internal and external senior-level executives). High-level diplomatic skills to serve as first point-of-outreach. Ability to maintain confidentiality of highly sensitive information. Ability to work independently as well as with a team.

PRINCIPAL DUTIES AND RESPONSIBILITIES

25% Scheduling and Travel Coordination

• Maintain and coordinate Senior Directors’ calendars; schedule appointments, meetings and conferences; follow-up as necessary.
• Anticipate needs of the Senior Director to provide information and materials in preparation for meetings.
• Schedule and coordinate travel and meetings, including logistics (air; train, hotel; ground transport).
• Develop itineraries and assemble travel packets for travel.
• Input and maintain records (actions, meetings, contacts, etc.) in Raiser’s Edge for Senior Director.
• Serve as point-of-contact for all engagement inquiries for speeches, presentations and appearances.
• Prepare travel expense forms for reimbursement.
• Other duties as assigned by Senior Director.

25% Donor Communications and Stewardship Activities

• Support Development suite of donor communications/stewardship products; assist with communicating research and impact to donors. Work with Impact Coordinator to produce quarterly Metro Pulse newsletter, including conceptualizing and developing impact stories, researcher Q&As, and other features.
• Plan and execute Met Council stewardship notes, using Hubspot.
• Attend Communications meetings and provide updates to Development and Communications on respective activities.
• Coordinate and execute Met Council meetings and conference calls by liaising with the Events staff. Create and maintain RSVPs; follow up in writing and verbally with invitees and assistants.
• Assist with all logistics and negotiating contracts; process event invoices.
• Prepare and distribute meeting materials for attendees (ex. Participant lists, bios).
• Assist at registration and throughout event; act as VIP spotter and troubleshooter.
• Work with Events staff to organize and execute other donor events.
• Serve as primary internal liaison between Metro Program Events, Communications, and Development staff on all events (public-, private-, and fundraising-related) and myriad other issues.
• Serve as the primary interface between Events and Development teams on all event-related activities.
• Create and maintain event invitation lists and RSVP lists.
• Prepare and distribute collateral material for events.

25% Development Coordination

• As Metro Development team “organizer/convener”, tasks include: maintaining Metro DEV calendars, compiling meeting agendas, helping to organize DEV team weekly priorities.
• Help prepare agenda and participate in weekly Metro development team meetings and participate in development team meetings with Metro staff and scholars as needed.
• Assist Brookings Central Development and Executive Offices on Brookings events (i.e. Brookings Council, Metro events etc.), funder meetings, Brookings President/trustee-related items, etc.
• Prepare information packets for funder and prospect meetings, particularly with foundations and individuals. Maintain contact list and filing system for individual and foundation donors and prospects.

25% Coordination and Administration – Foundation Relations

• Help prepare materials for funding proposals and grant reports to foundations; copyedit and draft proposals, reports and other development-related materials; distribute documents to appropriate personnel and departments; prepare and mail documents and materials.
• Prepare and edit correspondence and other types of communications to foundation donors and prospects on behalf of the Program’s Vice President, Senior Director of Development, and other development staff.
• Enter data into Raiser’s Edge database, including actions, mailings, information updates, etc.; track/review weekly reports generated from Raiser’s Edge by DEV; attend monthly Raiser’s Edge meetings and remain current on software use.
• Assist with research on foundation donor prospects and prepare briefings; conduct donor history research.
• Research and assemble materials for internal and external meetings; coordinate with development team to maintain and update electronic files; maintain hard copy files; archive or create new files as needed.

Only applicants meeting minimum qualifications for the position will be considered. Successful completion of a background investigation is required for employment in this position. Brookings welcomes resumes from all qualified applicants, particularly women and minorities. No phone calls and no employment agencies please.

Development Assistant