Development Assistant

Posted: 07/16/2021
Expires: 08/15/2021

General Summary:

Under the general supervision of the Development Operations Manager, the Development Assistant is an integral member of a development team, working collaboratively with donor relations, prospect & foundations management and event staff. The position is largely focused on prompt and accurate gift and acknowledgement processing, updating of biographical information and tracking of actions and proposals for the prospect and foundation management.

Essential Job Functions:

  • Processes, records and receipts all gifts (cash, pledges, stocks, land donations, in-kind, etc.) in an accurate and timely manner, including data entry and allocation. This includes completing matching gift forms and calculating stock gifts.
  • Generates and mails timely, accurate and relevant thank you/acknowledgement letters for all donors ensuring proper donor recognition and stewardship. This includes, but not limited to foundations, Board and Council members, “In Memory Of”, “In Honor Of”, Anchors, The President’s Circle, Campaign gifts and pledges, and notifying gift membership recipients.
  • Generates, schedules and mails all pledge reminders working in coordination with the Development Team. At the direction of the Prospect Manager, prepares Letters of Intent, or pledge paperwork.
  • Provides exceptional customer service in response to questions regarding gifts from donors, staff, constituents, brokers, etc.
  • Serves as an additional resource to take and track RSVPs for events and is responsible for running and updating rsvp lists for events.
  • Responsible for helping enter data for prospect and foundations management process to assure timely cultivation, solicitation, follow-up, data entry and tracking of new and current prospects. This includes entering contact reports, assignments and other information into the database and uploading documents to the database and helping track: submitted proposals, pledges, letters of award, grant agreements, reports.
  • Prepares pledge documents and letter of intent documents.
  • Enters and updates all constituent information (e.g. biographical, addresses, relationships, salutations, etc.) to ensure that accurate, updated and relevant biographical and demographic information on donors, is created and maintained. Includes creating new records and marking constituents deceased.
  • Conducts searches to find updated addresses for constituents with invalid information. Enters appropriate information gathered (e.g. addresses, date of birth, etc.).
  • Proofreads various documents for the department and the organization, including the Annual Report and the MCHT newsletter.
  • Assists with mailings (includes running mail merges) and other special projects as needed.
  • Responds to inquiries and provides information to staff, constituents, bank personnel, Land Fair representatives, and other individuals.
  • Performs special projects and other related duties as required, directed, or as the situation dictates.
  • Regular attendance at the workplace is required.

Supervisory Responsibilities:


Education and Responsibilities:

High School diploma or equivalent with one to three years of related administrative support experience.


  • Excellent organizational skills and attention to detail.
  • Data entry experience.
  • Strong interpersonal and oral and written communication skills.
  • Ability to work both independently and as part of a team.
  • Ability to take initiative, solve problems, assess priorities and manage a variety of activities in a fast-paced environment
  • Ability to effectively operate computers and assigned software, including Microsoft Office and Constituent Relationship Management systems.
  • Enthusiasm for environmental issues or a background in environmental studies or advocacy are a plus.

Working Conditions & Physical Demands:

Work is performed in a normal office environment not subject to extremes of noise, temperature, odor, etc. Operates computer, printer, photocopier, and basic office equipment. Work requires extended sitting and repetitive motion in the use of computer, keyboard, and mouse.

The above statements are intended to describe the general nature and level of work being performed by people assigned to do this job.  The above is not intended to be an exhaustive list of all responsibilities and duties required.  The omission of specific statements of duties does not exclude them from the position if the work is similar, related, or a logical assignment to the position.

*External and internal applicants, as well as position incumbents who become disabled as defined under the Americans With Disabilities Act, must be able to perform the essential job functions (as listed) either unaided or with the assistance of a reasonable accommodation to be determined by management on a case by case basis.

This job description does not constitute an employment agreement between the employer and employee, and is subject to change by the employer, as the needs of the employer and requirements of the job change.

Maine Coast Heritage Trust does not discriminate on the basis of race, color, sex, gender identity, national origin, age, disability, veteran status, sexual orientation or any other characteristic protected by law.  We are an equal opportunity employer dedicated to creating an inclusive culture where employees from diverse backgrounds can thrive and support our mission.

This is a permanent, full-time position with a benefits package including insurance (no cost for employee coverage), vacation time, and a retirement plan.

TO APPLY: Send cover letter and resume to with “Development Assistant” in the subject line. Open until filled.