Development Assistant, External Relations

09-Sep-2024

Development Assistant, External Relations

Harvard Business School

66833BR

Position Description

The External Relations team at Harvard Business School (HBS) is dedicated to strengthening the lifelong relationship between alumni and the School by delivering meaningful engagement and learning and by inspiring philanthropy that supports and extends the HBS mission of educating leaders who make a difference in the world. Our organization is unequivocally committed to the core values of racial equity, diversity, inclusion, and belonging, and empowers all staff to embody these principles in our internal work with colleagues and our external work with alumni, donors, and friends of the School.

Following the conclusion of a successful campaign which raised $1.4B – the largest campaign in the history of graduate business education – and deepened relationships between alumni and the institution, Harvard Business School remains committed to leadership in the advancement field. Propelled through the pandemic by a spirit of innovation and with a dean who has articulated an ambitious and bold set of priorities for the future, now is an exciting time to join the External Relations team at HBS.

Working in the HBS Development Office, this position is responsible for performing a variety of complex administrative and project activities related to Development. This individual works on an interdependent team of support staff (Development Administration) within the larger Development group including Principal Gifts, Gift Opportunities, Planned Giving and Reunion Leadership Giving. Occasional overtime may be required, in addition to the ability to work reunion weekend (May/June) for Alumni Reunions.

Specific responsibilities include, but are not limited to:

• Preparing officers for travel which may include: hotel and flight arrangements; preparing itineraries; compiling research; and preparing materials for alumni
• Supports trip follow up by preparing expense reports, sending follow up materials to alumni, and entering contact reports
• Supports frontline officers with list management, giving reports, and maintaining prospect updates in Advance database
• Research gift and academic areas to help address donor questions. May assist in preparing gift proposals and ensuring gift/pledge information is entered into Advance database
• Oversees planning of some high-level events, including preparing invitation lists, sending invites, managing RSVPs, writing event bios, working with event sites, and coordinating event follow up
• Drafts, edits, and proofreads correspondence, answers phones, reserves meeting space, maintains calendars. Some data entry required, and other administrative/professional responsibilities as needed
• Works regularly with a variety of different reporting databases and software programs Maintains tracking system (Workfront) for all planned giving inquiries, helping to develop prospect engagement strategies, ensuring accuracy and completeness for discussion in weekly planned giving meetings
• Ensures follow through on next steps or open items. Requires coordination with frontline fundraisers, other development assistants and the Donor Relations team
• Serves as the primary liaison with University Planned Giving (UPG) on all HBS planned gifts, including entry and gift documentation
• Manage PG donor documentation, files and fundraiser resources
• Tracks and analyzes team metrics
• This role is responsible for other duties as assigned

Basic Qualifications

• High School Diploma, GED, or equivalent is required.
• 3+ years of experience in administrative support role(s) is required.
• Education beyond high school may count toward experience.
• Microsoft Office (Word, Excel, PowerPoint, and Outlook) experience is a must.

Additional Qualifications and Skills

• Able to work independently
• Possess outstanding organizational skills and a meticulous attention to detail
• Able to communicate effectively and professionally
• Demonstrated initiative and willingness to continuously develop new skills
• Able to manage competing priorities to meet deadlines
• This individual asks questions, has good judgement, is accountable for their actions, and follows through on projects
• The position requires a strong customer service orientation for frequent interaction with colleagues, alumni, and donors
• The ability to handle confidential material with tact and discretion is required This individual has a desire to work as part of a team with an all-hands-on deck approach and maintains a “no job is too big or small” philosophy

Additional Information

This is a hybrid position which we consider to be a combination of remote and onsite work at our Boston, MA based campus. HBS expects all staff to be onsite 3 days per week and departments provide onsite coverage Monday – Friday. Specific hours and days onsite will be determined by business needs and are subject to change with appropriate advanced notice.

We may conduct candidate interviews virtually (phone and/or via Zoom) and/or in-person for this role.

A cover letter is required to be considered for this opportunity.

Harvard Business School will not offer visa sponsorship for this opportunity.

Culture of Inclusion:
The work and well-being of HBS is profoundly strengthened by the diversity of our network and our differences in background, culture, national origin, religion, sexual orientation, and life experiences. Explore more about HBS work culture here https://www.hbs.edu/employment

About Us

Founded in 1908 as part of Harvard University, Harvard Business School is located on a 40-acre campus in Boston. Its faculty of more than 250 offers full-time programs leading to the MBA and PhD degrees, as well as more than 175 Executive Education programs, and Harvard Business School Online, the School’s digital learning platform. For more than a century, faculty have drawn on their research, their experience in working with organizations worldwide, and their passion for teaching, to educate leaders who make a difference in the world. The School and its curriculum attract the boldest thinkers and the most collaborative learners who will go on to shape the practice of business and entrepreneurship around the globe.

Benefits

We invite you to visit Harvard's Total Rewards website (https://hr.harvard.edu/totalrewards) to learn more about our outstanding benefits package, which may include:

• Paid Time Off: 3-4 weeks of accrued vacation time per year (3 weeks for support staff and 4 weeks for administrative/professional staff), 12 accrued sick days per year, 12.5 holidays plus a Winter Recess in December/January, 3 personal days per year (prorated based on date of hire), and up to 12 weeks of paid leave for new parents who are primary care givers.
• Health and Welfare: Comprehensive medical, dental, and vision benefits, disability and life insurance programs, along with voluntary benefits. Most coverage begins as of your start date.
• Work/Life and Wellness: Child and elder/adult care resources including on campus childcare centers, Employee Assistance Program, and wellness programs related to stress management, nutrition, meditation, and more.
• Retirement: University-funded retirement plan with contributions from 5% to 15% of eligible compensation, based on age and earnings with full vesting after 3 years of service.
• Tuition Assistance Program: Competitive program including $40 per class at the Harvard Extension School and reduced tuition through other participating Harvard graduate schools.
• Tuition Reimbursement: Program that provides 75% to 90% reimbursement up to $5,250 per calendar year for eligible courses taken at other accredited institutions.
• Professional Development: Programs and classes at little or no cost, including through the Harvard Center for Workplace Development and LinkedIn Learning.
• Commuting and Transportation: Various commuter options handled through the Parking Office, including discounted parking, half-priced public transportation passes and pre-tax transit passes, biking benefits, and more.
• Harvard Facilities Access, Discounts and Perks: Access to Harvard athletic and fitness facilities, libraries, campus events, credit union, and more, as well as discounts to various types of services (legal, financial, etc.) and cultural and leisure activities throughout metro-Boston.

Job Function

Alumni Affairs and Development, General Administration

Department Office Location

USA - MA - Boston

Job Code

403033 Staff Assistant III

Work Format

Hybrid (partially on-site, partially remote)

Sub-Unit

------------

Salary Grade

053

Department

External Relations

Annual Salary Range

$64,000 - $66,000 commensurate on experience

Union

55 - Hvd Union Cler & Tech Workers

Time Status

Full-time

Pre-Employment Screening

Identity

Commitment to Equity, Diversity, Inclusion, and Belonging

Harvard University views equity, diversity, inclusion, and belonging as the pathway to achieving inclusive excellence and fostering a campus culture where everyone can thrive. We strive to create a community that draws upon the widest possible pool of talent to unify excellence and diversity while fully embracing individuals from varied backgrounds, cultures, races, identities, life experiences, perspectives, beliefs, and values.

EEO Statement

We are an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability status, protected veteran status, gender identity, sexual orientation, pregnancy and pregnancy-related conditions, or any other characteristic protected by law.

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