Campaign Assistant

Job Description

Job Description

The Campaign Assistant will serve as an integral member of the Campaign team and the primary support staff for the Director of Development and larger campaign team. They support the creation of campaign materials & reports; support individual and group cultivation, solicitation and stewardship; help manage campaign-related meetings and committees; and assist with general campaign projects. The Campaign Assistant helps ensure that the Campaign Team provides the necessary support to the Head of School, other key administrators, the Campaign Chairs, and other campaign volunteers. Serving as the primary liaison between the campaign team, committees, and advancement services, the Campaign Assistant is a highly focused project manager who thrives on managing timelines, ensuring accuracy, and producing materials that reflect a high set of standards, ultimately helping drive the campaign forward.

This position is funded through the campaign budget.

Campaign Coordination:

• Serve as an active member of the Development Office by participating in planning the strategic direction of the campaign and assisting in the recommendation and implementation of new ideas and opportunities.
• Maintain and help develop pipelines by identifying donors, recording actions/tasks, tracking opportunities in the office’s CRM, and developing reports for the campaign team.
• Oversee production and maintain campaign reports in partnership with the members of the advancement services team. 
• Ensure timely acknowledgment of all campaign gifts and pledges.

• Coordinate the production, distribution, and rigorous follow-up of all Letters of Intent, Gift Agreements, and pledge reminders in partnership with the advancement services team.

• Manage and audit the master campaign calendar, tracking critical milestones and ensuring all team members and volunteers meet strict deadlines.
• Participate in donor research for individuals and foundations. Serve as the liaison between the campaign team and any external researchers hired to support the campaign work.
• Prepare donor packets for individual and group solicitation meetings in partnership with gift officers and the Director of Development.

• Perform special projects as assigned by the Campaign Leadership and Committee.
• Support the Director of Development with the creation of slide decks for board meetings, committee meetings, all school meetings, and other events as they arise.
• Support planned and deferred giving initiatives such as the creation of large or small mailings, list generation, reporting, etc. 
  

Campaign Committees Support

• Coordinate and support staff and volunteer Campaign meetings, including catering, printed and digital materials, calendar management, and meeting notes.
• Lead operational support for Campaign Committees. Create agendas and slide decks, track volunteer action items, and proactively follow up to ensure accountability.
• Support volunteers by providing requested information and keeping the committee informed of timelines and important deadlines.
• Work with the Director of Donor Engagement to create and distribute invitations, announcements, and other campaign communications to the public
  

Campaign Database Coordination and Website Content:

• Enter and maintain donor opportunities in the donor database.
• Design, implement, and maintain real-time tracking programs and visual dashboards to report campaign progress to the Board of Trustees and Campaign Chairs.
• Generate financial and action reports as necessary in conjunction with existing staff.
• Enter notes to track conversations and meetings and/or support team members with their actions.
• Audit campaign gift coding and database entry to ensure flawless financial recording and reporting.
• Ensure website content is up to date throughout the campaign, including donor recognition, goal setting, and timelines.

Other duties as assigned

Education/Skills required:

• 2+ years of experience in development, data analytics, or project management (Capital Campaign experience highly preferred).
• Strong writing, communication, and interpersonal skills required.
• CRM Experience required. Raiser’s Edge/NXT experience preferred.
• Strong skills in Google Slides and Canva are required. Basic understanding of InDesign is desirable.
• Advanced proficiency in Google Sheets/Excel is required. Must love numbers and possess a proven ability to interpret data sets into clean, visual reports.
• Exceptional organizational skills with a demonstrated ability to manage multiple moving parts, prioritize effectively, and stay laser-focused on tasks without losing sight of deadlines.
• Broad understanding of fundraising and capital campaigns.

• Bachelor of Arts or comparable degree.
• Ability to function independently and in collaboration with staff, Trustees, volunteers, and donors. 
• Strong skills as a self-starter.
• Detail oriented.
• This position requires some evening and weekend work, depending upon the campaign events calendar.