Title: Administrative Assistant / Development Associate
Organization: The Associates of the Boston Public Library
The Associates of the Boston Public Library
Founded in 1972, The Associates of the Boston Public Library is an independent non-profit organization
dedicated to conserving the Boston Public Library’s Special Collections of rare books, manuscripts, prints and
drawings, musical scores, works of art, and items of significant historic interest. The Associates mission is to
ensure continued public access to these irreplaceable treasures by underwriting their cataloging, repair,
restoration, digitization, and exhibition.
The Associates sponsors four major events each year: Literary Lights, a black tie dinner honoring
distinguished New England writers; Literary Lights for Children, an event connecting well known children’s
writers with a large popular audience; a Hundred-Year Retroactive Book Award competition, in which three
well known writers debate the respective merits of best sellers published one hundred years ago; and the
awarding of a fellowship and residency to an emerging children’s writer. The organization also oversees the
David McCullough Conservation Fund and William O. Taylor Fund, both of which are used to fund the ongoing
restoration, cataloguing, and digitization of holdings of significant historic, artistic and cultural interest.
For more information, please see: www.TheAssociates.org, www.Facebook.com/AssociatesBPL, and/or
www.Twitter.com/AssociatesBPL.
The Position
Reporting to the Executive Director of the Associates of the Boston Public Library, the Administrative Assistant
/ Development Associate will have a dual role of providing both administrative support and development
assistance. The candidate will assist with fundraising campaigns, special projects and events.
The candidate will support the office’s day-to-day administrative operations, including:
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Maintaining files, databases, and office records;
Coordinating mass mailings;
Assisting with the preparation for monthly Board meetings and other meetings, including compiling/
creating agendas and meeting materials;
Performing duties related to special events, including tracking RSVPs, publicity, follow-up, and
assisting with other logistical details;
Assisting with PR and communications efforts, including updating social media sites, creating
Constant Contact messages and Eventbrite listings, and promoting events on Boston calendar listings;
Assisting with Board relations and communications with volunteers, donors and library staff;
Assisting in drafting written materials, including invitations, press releases, and newsletters;
Assisting in the preparation of financial documents, reconciliations, and analyses;
Assisting with special projects, such as the conversion from Access to a new development software;
Answering telephone and e-mail inquiries; scheduling meetings; sorting mail; photocopying; ordering
supplies; submitting catering requests; and other administrative duties, as assigned.
In addition to keeping the office organized, the candidate will also be an active partner in the Associates’
fundraising efforts. Working closely with the Executive Director, the Fundraising Committee, and the
Associates Board of Directors, the candidate will oversee day-to-day development activities, including the
maintenance of a fundraising database, gift processing, and donor correspondence. The candidate will ensure
Administrative Assistant / Development Associate – page 2
that the organization meets its fundraising goals and takes advantage of new opportunities to expand the
Associates' network of support. Primary development duties include:
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Overseeing annual giving and membership renewal drives;
Entering donations into the donor database (Access) and maintaining accurate donor/prospect data;
Drafting donor acknowledgement letters, stewardship letters, reports and other donor correspondence;
Maintaining positive relationships with current donors and cultivating prospective donors through
regular communication;
Researching current donors and prospective corporate, foundation and individual prospects;
Tracking and reporting on fundraising progress;
Coordinating certain aspects of cultivation events;
Assisting with grant proposals and reporting;
Fielding special requests from donors;
Staffing Associates events; and
Assisting with other development duties, as assigned.
Qualifications
The ideal candidate will have the following:
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A bachelor’s degree, preferably in a humanities field;
2-4 years of professional fundraising or related work experience at a non-profit organization;
Strong computer skills, including an intermediate level of experience with Microsoft products (Word,
Excel and Access) and experience with Raiser's Edge or similar software;
Excellent communication skills, both written and oral;
Excellent interpersonal and relationship management skills;
High self-motivation, attention to detail and proactive approach;
Strong technical, analytical, organizational and proofreading skills;
Ability to meet deadlines and work under pressure on multiple priorities;
Ability to work independently or as part of a team, with regular collaboration and communication;
An entrepreneurial interest in the nonprofit sector / development field;
Proven discretion in handling confidential information with tact and professionalism. The ability to deal
effectively and politely with people from different backgrounds and experience levels, in all situations;
Ability to exercise sound judgment in maintaining relationships with Board members, donors, library
staff; and
Working knowledge of and commitment to issues facing libraries and conservation (strongly
preferred.)
How to Apply
This position is available beginning immediately.
Interested candidates should email a cover letter, resume and a short writing sample (one page maximum
length) to associates@bpl.org. In the subject header of the email, please write "Administrative Assistant /
Development Associate." Alternatively, the materials can be mailed to: Personnel Committee, Associates of
the Boston Public Library, 700 Boylston Street, Boston, MA 02143. Do not submit both electronic and
hardcopy materials.
Applications are due on Friday, September 21, 2012, but will be evaluated on a rolling basis.
No phone calls please.