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Development Assistant for Membership

Job Details

1st Shift - West Palm Beach, FL
Full Time
$19.00 Hourly


The Membership Assistant provides support to the Membership department with administrative duties related to managing and engaging the Membership program. Duties include membership fulfillment needs for new and renewing members, assisting with event logistics, and ensuring that data entered in the Museum’s database is accurate. In addition, this position will support with for the Development department, including gift entry and tax acknowledgements; fulfillment and renewals for Curatorial Friends groups and Chairman’s Circle and other annual gifts; and general database maintenance. Alongside the Development Officer for Membership and Director of Museum Services, this position will monitor the Reservations Desk staff to ensure they provide high-quality customer service to members and visitors, as well as support with various membership tasks, as needed. Additional support for the Development Department may be required, including presence at membership and VIP events throughout the Museum season.

Essential Duties and Responsibilities

Responsibilities include, but are not limited to:

  • Responsible for gift entry for Membership dues and annual fund gifts and maintaining constituent records in Altru.
  • Prepare fulfillment materials for Membership mailings, including new, rejoining, and upgrading memberships. This includes all levels of Membership (General, , Young Friends, Norton Circle) and special interest groups such as Curatorial Friends (Photography Committee, Contemporary and Modern Art Council, Friends of American Art, Friends of Chinese Art) and the Chairman’s Circle.
  • Draft, print and mail acknowledgement letters and corresponding collateral for each level. Provide additional support to Development team with acknowledgements and mailings, as needed.
  • Coordinate membership renewals, including data management, drafting letters and submitting details for General Membership renewals to Darwill. Review renewals for Curatorial Friends and Chairman’s Circle with Director of Individual Giving and Development Officer for Stewardship.
  • Create and manage process with Development Assistant for monthly mailing of birthday cards to trustees and major donors, as well as other special communications when needed.
  • Manage calendar of Membership events to ensure accurate descriptions and details to be used for regular member communication and event invitations.
  • Process invoices and complete check requests for Membership department.
  • Work with Development Officer for Membership to manage Reservations Desk tasks, training and processes.
  • Pull weekly email query of all constituents in database for Communications department eblasts.
  • Organize event logistics for Membership programs and events, such as vendor communication, email reminders to registrants, and graphic design requests. Support Membership team with day-of logistics and the Special Events team with various needs for VIP events, the Gala and ArtBeat.
  • Other projects and duties as assigned.



  • BA is required.
  • Excellent written, verbal and communication skills.
  • Proficient in Microsoft Office applications, including database management. Proficiency with Blackbaud donor management software is preferred.
  • Organized, self-motivated, analytical, creative, and detail-oriented
  • Enthusiastic and outgoing personality that can exhibit a high level of professionalism and customer service, especially in high-pressure situations.
  • Self-starter with the ability to prioritize, multi-task, and excel in a fast-paced environment.
  • Good decision-making and problem-solving skills.
  • Ability to meet deadlines, working with minimal supervision
  • Flexible schedule and ability and willingness to work nights and weekends, as needed.

Note: Nothing in this job description restricts management’s rights to assign or reassign duties and responsibilities to this job at any time.