Development Associate

Organization:
Art Philly

Location:

Philadelphia, PA (Hybrid)
Position Type: 30-40 hrs/week

Reports To:

Executive Director
Hourly rate: $33/hour with benefits

Organization

Art Philly is a dynamic, non-profit organization dedicated to amplifying Philadelphia's vibrant arts and culture sector. By commissioning, producing, and promoting multidisciplinary works, Art Philly connects the city's trailblazing creators and premier cultural institutions to create citywide festivals and experiences. Through ambitious, large-scale initiatives—such as the inaugural citywide "What Now: 2026" festival—Art Philly showcases the revolutionary spirit and diverse talent of the Philadelphia arts community to local audiences and the world.

Position Overview

Art Philly seeks a proactive, detail-oriented Development Associate to oversee the back-office infrastructure of our fundraising operations and assist in expanding avenues for additional donor support and engagement to fund the biennial festival. Working closely with the Executive Director, Founder, and other team members, this role focuses on donor communications and stewardship, database and internal systems management, prospect research, and donor event planning logistics.

The ideal candidate is a team player who is passionate about arts and community engagement and can ensure the administrative engine of our philanthropy runs smoothly to support the festival’s growth.

Generous benefits include health insurance (90% premium covered), dental, vision, unlimited PTO, disability insurance, life insurance, and 403B with matching.

Key Responsibilities

Database Management & Gift Processing

• Maintain Databases:
  Oversee the donor management system (CRM), ensuring data integrity, accurate record-keeping, and clean donor profiles.
• Process Gifts:
  Record all donations, pledges, and matching gifts accurately according to internal financial protocols.
• Execute Acknowledgments:
  Generate and distribute personalized thank-you letters and official tax receipts within 48 hours of gift receipt.
• Report Generation:
  Pull weekly, monthly, and campaign-specific fundraising reports to track progress against organizational goals.

Stewardship & Donor Communications

• Coordinate Communications:
  Manage the timeline and distribution of donor newsletters, annual appeals, and electronic updates.
• Stewardship Tracking:
  Ensure donors receive promised benefits (e.g., festival passes, program listings) and track engagement milestones.
• Direct Outreach Support:
  Draft briefing materials, meeting agendas, and follow-up correspondence for frontline fundraisers.

Prospect Research & Grant Collaboration

• Prospect Research:
  Identify and profile prospective individual, corporate, and foundation donors using public records and research tools.
• Grant Support:
  Collaborate with the Grant Writer to gather organizational data, track proposal deadlines, and assemble required attachments for submissions.

Event Logistics & Administration

• Event Planning:
  Coordinate administrative logistics, invitations, RSVP tracking, and vendor relations for donor cultivation and fundraising events.
• On-Site Support:
  Assist with check-in, guest relations, and logistical execution during festival events.
• Daily Operations:
  Manage general development files, track department expenses, and perform general administrative tasks.

Qualifications

• 2–4 years of experience in non-profit development operations, arts administration, and database management
• Strong written communication skills for crafting donor correspondence
• Exceptional organizational skills and a high level of attention to detail
• Proficiency with donor databases/CRMs (e.g. Hubspot)
• Passion for the arts and festival culture is highly preferred
• Commitment to community engagement
• Knowledge of the Philadelphia cultural landscape is a plus

We are actively seeking applicants reflective of the city we serve!

Art Philly is committed to diversity and equal opportunity in recruitment, hiring and employment. Art Philly shall not, in any manner, discriminate regardless of race, color, age, disability, national origin, citizenship, creed, religion, sexual orientation, gender identity or expression, matriculation, or veteran status, and any other status protected by law.