Advancement Associate; Museum​/Educational Institution

The Choice is supporting an upcoming long-term contract opportunity for our client, a highly regarded museum and educational institution. The Advancement Associate will assist with a full range of advancement office administrative functions including scheduling, managing calendars, travel and logistics planning, meeting coordination, database entry, spreadsheet creation and management, drafting documents and presentations, and assisting with donor events and meetings.

Contract term:
Approximately April 1 2026
- March 31, 2027, with possibility of extension

In office requirements:
This is an in-person position, Monday-Friday

Qualifications:

• Minimum of 3 years experience as an Administrative Assistant or Associate for a complex organization. Previous experience with a museum or educational institution would be a large plus
• Strong calendar management and communication skills
• A personal interest in science or history would be a large plus for this particular museum

Job Duties:

Administrative Support– 50%

• Travel planning,booking travel and expense vouchers
• Logistics of donor visits,on and off-site, on-site execution, and follow-up tasks
• Calendar management for Chief Advancement Officer
• Coordinate and schedule internal meetings for team in coordination with Executive Assistant; provide additional support as needed.
• Keeps current on all advancement, travel,and other relevant policies and best practices.

Data Entry, Reports and Correspondence 25%

• Enters activity data into database.

Donor Information/Relations 10%

• Prepares briefings, letters, and othercorrespondence.
• In coordination with Campaign Manager,provide base level prospect research, regional management of prospect lists and other data needs.
• In coordination with Stewardship and Engagement team,assists in the development of collateral, marketing materials, and proposals.
• In coordination with the Stewardship and Engagement Associate drafts and edits donor communications such as acknowledgment letters, proposals, stewardship reports, ad hoc correspondence.

Annual Giving Support 15%

• Supports the Advancement Specialist and Advancement Associate (Operations) to coordinate and implement cultivation and solicitation strategies, including solicitations, stewardship mailings, organizing and coordinating events and other prospect communications, and implement best practices.
• In coordination with the Advancement Specialist, responsible for editing and proofing stewardship letters and solicitations for the museum’s giving circles.