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Program Assistant, Mid-Level Giving

National Trust for Historic Preservation
District of Columbia, United States
$40,000.00 - $45,000.00
Closing date
Dec 1, 2021

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Position Type
Fundraising, Direct Marketing, Donor Relations, Fundraising Administration, Membership, Administrative, Office Administration
Advocacy, Community Development, Environment, Museum
Employment Type
Full Time
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The National Trust for Historic Preservation is a privately funded nonprofit organization that works to save America’s historic places in ways that enrich our present and our future. Chartered by Congress in 1949, the National Trust is headquartered in Washington, D.C. with a portfolio of 28 National Trust Historic Sites, and grantmaking and advocacy efforts that connect us with thousands more historic places across the country. We work in collaboration with a variety of partners to preserve, protect, activate, and interpret historic places in ways that build vibrant and sustainable communities. We facilitate public participation in the preservation of sites, buildings, and objects of national significance or interest. We advocate with governments to save America’s heritage and we strive to create a cultural legacy that is as diverse as the nation itself so that all of us can take pride in our shared American story.

Reporting to the Director of Leadership Giving, the Assistant will support our fundraising, stewardship, and cultivation efforts for leadership donors at $1,000-$10,000 annually. Working with the Director, the Assistant will assist in the partnership with Annual Giving, Major Gifts, and Planned Giving team to effectively manage the pipeline of donors and ensure all donors feel special and connected to the organization.

The Leadership Giving team (Director and Assistant) will create meaningful relationships through strong cultivation and stewardship best practices to grow support for the National Trust.


  • With guidance from the Director, provides programmatic assistance for the middle donor program that raises revenue through effective upgrade strategies, special appeals, renewals, and other campaigns that will attract, cultivate, retain, and upgrade (to major gifts) National Trust donors in support of overall Annual Giving engagement and revenue goals.
  • Provides day-to-day programmatic support for ongoing direct mail; helps consolidate and edit staff comments on copy and design for review by the Director; helps traffick all materials, and secures approvals as directed by the Director in order to meet strict production schedules.
  • Helps maintain and assists in the adherence to the mail production calendar.
  • Maintains direct mail samples and project files for Director, as requested.
  • Assists in the compilation of Leadership Giving reporting to ensure that revenue and expense tracking is accurate and timely.
  • Responds quickly and effectively to requests from President’s Circle and Chairman’s Circle level members, via phone, mail, email, and database coding as appropriate.
  • Escalates issues as necessary.
  • Assists the Leadership Director by reviewing the daily gift report and identifying leadership gifts for special acknowledgment handling
  • Updates mid-level member records in ROI and Engaging Networks database systems following protocols to maintain data integrity.
  • As directed, leads the weekly acknowledgement receipt process for the middle donor program members. Using the data provided by the Data and Operations team, reviews and confirms data and salutation accuracy, merges letters using established templates, routes letters for approval/signature, and assembles final mail packets.
  • Supports the Director of Leadership in the acknowledgment process for middle donor program membership fulfillment, working closely with fulfillment vendor. Assists in the review of the monthly file confirming accuracy of donor information, in addition to sample letters and package fulfillment kit information, and routes to Director of Leadership Giving for approval.
  • Works closely with the Data and Operations team to ensure data for the mid-level program is accurate and up to date including member levels, expiration dates, and donor preferences. Data hygiene is a priority.
  • Supports the fulfillment of mid-level stewardship benefits including the coordination of webinars, conference calls, and newsletter production. Works with Director to evaluate benefits structure and adjust as necessary.
  • Obtains regular benchmark reports, from our vendors, on all fundraising programs to ensure programs are on course to meet fundraising goals.
  • Processes invoices for mid-level program expenses using established processes.
  • Tracks and updates inventory reports and low-level warnings for mid-level materials and reprint components as needed.
  • Stays current on Trust programs, initiatives, and priorities to provide special circle members with accurate and up to date information.
  • Provides administrative support within department as needed.
  • Additional duties and special projects as assigned. 


  • At last 1-2 years of professional level experience, particularly in a geographically dispersed non-profit. Experience in member support, customer service, direct mail or related areas required. Interest in historic preservation a plus.
  • Experience helping coordinate production from initial bids through data, print approval, and mailshop approval is preferred.
  • Basic analytical, and problem-solving skills, including issue identification and prioritization.
  • Excellent writing, spelling, grammar, and proofreading skills in English as well as strong verbal communication and customer service skills. Bi-lingual language skills (especially English/Spanish) a plus.
  • Strong organizational skills. Excellent attention to detail.
  • Project coordination experience, attention to detail, and ability to coordinate multiple projects simultaneously in a fast-paced, results-oriented environment.
  • Ability to achieve results with moderate supervision.
  • Proven ability to collaborate across divisions to implement processes and achieve results. Track record of building and maintaining productive relationships with multiple stakeholders.
  • Ability to prioritize, multi-task efficiently and respond to a high volume of ongoing requests in a timely fashion.
  • Proven ability to continually develop skills related to use of rapidly changing technology and communications best practices.
  • Entrepreneurial spirit and skill set essential.
  • Ability to adapt and be flexible in a dynamic work environment required, including working effectively with frequent interruptions and handling changing and/or unscheduled tasks with accuracy. When working in the office, public contact and ability to work successfully in close proximity to others required. When working off site, ability work effectively in a remote environment, maintaining productivity and communications to meet deadlines and goals, is required.
  • Demonstrated success in assisting with outreach to and engagement of culturally diverse audiences and partners preferred.
  • Advanced knowledge of Microsoft Word and Excel required.  Experience utilizing online CRM systems required; familiarity with ROI preferred; Engaging Networks a plus.
  • Regular and reliable in person or remote attendance is required.
  • Some travel may be required.
PAY & BENEFITS This is a full time, non-exempt level position, eligible for full benefits, including affordable health, dental, vision and life insurance, retirement plan contributions, and 3.5 weeks of paid vacation, plus sick time and holidays.    Due to the COVID-19 pandemic, this and most other National Trust positions at our DC headquarters will continue to work remotely for the foreseeable future (currently projected through December 2021).    The National Trust has recently implemented a policy requiring all staff to show proof of vaccination by October 31 (with limited exceptions for religious or medical reasons, subject to conditions such as weekly testing.)    Hiring range:  $22.00-$24.70/hour (approximately $40,000-45,000/year annualized based on a 35 hour/week schedule)
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