Development Assistant

Title:               Development Assistant
Report to:      Head of Institutional Advancement
Status:           Full Time, Non-Exempt

El Museo del Barrio, founded in 1969 by artist and educator Raphael Montañez Ortiz and a coalition of Puerto Rican parents, educators, artists, and activists, is New York City's preeminent institution dedicated to Latin American, Caribbean, and Latine art. Through its permanent collection of more than 8,500 works, exhibitions, bilingual public programs, educational activities, and special events, El Museo welcomes audiences of all backgrounds and serves as a cultural anchor for East Harlem.

SCOPE AND PURPOSE OF ROLE

The Development Assistant provides comprehensive administrative and operational support to El Museo del Barrio's Institutional Advancement department and serves as the organizational backbone of a busy fundraising team. Reporting to the Head of Institutional Advancement, the Development Assistant maintains the donor database, manages departmental calendars and scheduling, keeps files and records in order, and supports fundraising events and donor cultivation. The role is ideal for a highly organized, detail-oriented professional who takes pride in accuracy, follows through reliably, and enjoys keeping people, information, and deadlines running smoothly. Fluency in Spanish and English is required.

RESPONSIBILITIES

Database and Records Management

• Serve as the primary steward of the department's donor database (Raiser's Edge/NXT): enter and update constituent records, gifts, actions, and contact reports accurately and promptly.
• Process gifts and generate timely, accurate acknowledgment letters and tax receipts.
• Run queries, exports, lists, and reports to support mailings, appeals, cultivation, and reporting; reconcile gift records with the Finance department.
• Maintain data integrity and hygiene—deduplicating records, standardizing coding, updating contact information, and upholding the department's constituent segmentation framework.
• Safeguard the confidentiality of donor and constituent information at all times.

Calendar and Scheduling

• Manage departmental calendars and coordinate scheduling for the Head of Institutional Advancement and the development team.
• Schedule and confirm internal and external meetings, donor visits, and calls; arrange logistics, prepare and distribute agendas, and circulate notes and action items.
• Track departmental deadlines, deliverables, and follow-ups, proactively flagging conflicts and upcoming priorities.

File Organization and Administrative Support

• Organize and maintain the department's electronic and physical files, templates, and shared resources (including SharePoint), ensuring materials are current, consistently named, and easy to locate.
• Provide general administrative support, including correspondence, mailings, expense reports, check requests, and coordination of invoices with Finance.
• Prepare, format, and proofread documents, letters, spreadsheets, and briefing materials in El Museo's house style.
• Order and maintain office supplies and departmental materials as needed.

Event and Cultivation Support

• Provide logistical and administrative support for development events and donor cultivation activities, including the annual Gala, exhibition openings, Círculo patrons and Horizonte young patrons' events, and board and committee meetings.
• Manage guest lists, invitations, RSVPs, name tags, seating, and check-in; assist with day-of coordination and post-event follow-up.
• Coordinate mailings, e-communications, and stewardship touchpoints in partnership with the development team.

Departmental Support and Collaboration

• Serve as a versatile, dependable team member, supporting special projects and taking on new administrative responsibilities as the department's needs evolve.
• Build productive working relationships across the museum—curatorial, education, communications, operations, and finance—to keep development work coordinated and accurate.
• Perform other duties as assigned by the Head of Institutional Advancement.

QUALIFICATIONS

• Bachelor's degree preferred, or an equivalent combination of education and relevant administrative experience.
• One to three years of administrative, development, or nonprofit experience; experience in a museum or cultural institution a plus.
• Fluency in Spanish and English, written and spoken, is required.
• Exceptional organizational skills and meticulous attention to detail, with a demonstrated ability to manage multiple priorities and deadlines accurately and independently.
• Proficiency with Microsoft Office (Outlook, Word, Excel, PowerPoint); experience with a fundraising or CRM database (Raiser's Edge/NXT strongly preferred) and comfort learning new systems.
• Strong written and verbal communication skills and a professional, service-oriented approach to donors, trustees, colleagues, and the public.
• Sound judgment and discretion in handling confidential information.
• Ability to work occasional evenings and weekends in support of events.
• Genuine interest in and commitment to El Museo del Barrio's mission and the communities it serves.

Salary Range: $50,000–$58,000

Benefits
Benefits include Medical (up to 100% employer-paid plans available), Dental and Vision insurance. Employees may obtain additional coverage for themselves and/or their families at a low cost. El Museo offers the Cultural Institutions Retirement System (CIRS) 401(k) Savings Plan and CIRS Group Life & Welfare Benefits Plan. A TransitChek/Metrocard commuter plan is currently offered to eligible full-time employees. El Museo currently extends a 10% discount to employees on all museum shop merchandise. Paid time off includes thirteen (13) holidays, ten (10) vacation days, two (2) personal days and ten (10) sick days.
El Museo values diversity in backgrounds and in experiences. El Museo's commitment to a diverse workforce has been a key to our success. In accordance with that commitment, El Museo provides equal employment opportunities to all employees and applicants for employment without regard to race, color, religion, sex, sexual orientation, national origin, age, disability, predisposing genetic information, gender identity and/or expression, military, or veteran status in accordance with applicable federal, state and/or local laws. This policy applies to all terms and conditions of employment, including but not limited to, hiring, placement, promotion, termination, transfer, leaves of absence, compensation, and training.

 

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El Museo values diversity in backgrounds and in experiences. El Museo’s commitment to a diverse workforce has been a key to our success. In accordance with that commitment, El Museo provides equal employment opportunities to all employees and applicants for employment without regard to race, color, religion, sex, sexual orientation, national origin, age, disability, predisposing genetic information, gender identity and/or expression, military, or veteran status in accordance with applicable federal, state and/or local laws. This policy applies to all terms and conditions of employment, including but not limited to, hiring, placement, promotion, termination, transfer, leaves of absence, compensation, and training.