Senior Assistant, Planned Giving

The Senior Philanthropy Assistant provides administrative support to the Assistant Vice President II (AVP II), Planned Giving and Assistant Director (AD II), Planned Giving. Major responsibilities include coordinating and tracking numerous activities for the Planned Giving (PG) team, reporting, budgeting, and managing a variety of projects, both programmatic and donor based. In addition, the Senior Assistant provides support for the team’s prospect management work, marketing program, and Dana‑Farber Society which includes collaboration meeting scheduling and preparation, event planning, calendar management, mailings, lists, tracking, analysis, and invoicing.

Reports to AVP II, Planned Giving.

This position’s work location is hybrid with two or three days per week remote. The selected candidate may only work remote days from a New England state (ME, VT, NH, MA, CT, RI).

Located in Boston and the surrounding communities, Dana‑Farber Cancer Institute is a leader in life‑changing breakthroughs in cancer research and patient care. We are united in our mission of conquering cancer, HIV/AIDS, and related diseases. We strive to create an inclusive, diverse, and equitable environment where we provide compassionate and comprehensive care to patients of all backgrounds, and design programs to promote public health particularly among high‑risk and underserved populations.

We conduct groundbreaking research that advances treatment, we educate tomorrow’s physician/researchers, and we work with amazing partners, including other Harvard Medical School‑affiliated hospitals.

• Generate Weekly Updates, Monthly Revenue, and Quarterly Reports: a comprehensive summary of PG revenue, expected value, visits & activities, and collaboration compared year over year;

• Assist AVP II with organizing, formatting, and preparing the annual Operating Plan;

• Assist AVP II with compiling results and analysis for the Year-End Report;

• Assist with Planned Giving Campaign strategy and tracking;

• Assist AVP II and AD II with prospect management, Dana‑Farber Society Stewardship pool, including Clear View entries and updates, scheduling and preparing for visits, travel, prospect pool clean‑up and reassignments, call report distribution and coordinating follow‑up material, including proposals, welcome letters, acknowledgments, and awards;

• Assist with planning and implementing PG’s annual marketing calendar, which includes print, email, digital advertising, social media, and website marketing;

• Work on a variety of marketing related projects, including contract fulfillment, managing mailing lists requests, donor story coordination, invoicing, tracking and coding;

• Assist with reporting and analyzing results from marketing and website activity, as well as inquiries we receive through other Business Units to gauge best practices and inform marketing strategy;

• Assist in the planning and execution of various Planned Giving internal and external meetings (in person or virtual) including cultivation events;

• Assist in coordinating the annual Dana‑Farber Society (DFS) dinner, including receiving RSVPs and generating nametags, guest lists, invitations, and save the date and event confirmation notices;

• Manage Planned Giving’s online DFS donor list and oversee all DFS greetings in Clear View;

• Assist in the planning and execution of various Planned Giving internal and external meetings. Take meeting minutes as necessary;

• Assist with DFS stewardship, including coordination of mass mailings;

• Develop a working knowledge of the Clear View system, Luminate, Jasper Soft, and PG Calc;

• Create/maintain organizational and management systems and databases;

• Coordinate and schedule a variety of meetings for the AVP II, AD II, PG team, the Division, and Institute colleagues, including individual weekly staff meetings, annual summer retreat, quarterly collaboration meetings, educational webinars/seminars and planning meetings; compile and circulate meeting notes as appropriate;

• Manage travel arrangements for out of state donor visits and conferences which can include booking and confirming flights, rental cars, and accommodations;

• Submit expense reports and order various office…