Development Assistant

FLSA Classification

This position is a fulltime, exempt employee

SUPERVISES:

Volunteers associated with Venice Symphony development programs.

SUMMARY:

The Venice Symphony is seeking a Development Assistant to support its Philanthropy team across three core areas: donor communication and stewardship, event coordination, and project management. This role is well-suited for a detail-oriented professional who is comfortable juggling multiple priorities and committed to building strong donor relationships.

About The Venice Symphony

The Venice Symphony (TVS) is a professional orchestra based in Venice, Florida, now in its 53rd season. Our mission is to inspire and transform lives through exceptional musical experiences.

TVS presents a full season of orchestral, Big Band and Chamber concerts for audiences in South Sarasota County. Philanthropy makes that work possible: contributed revenue from individuals, foundations, corporations and special events sustain our musicians, our programming and our community engagement.

Donor Communication, stewardship and data management (approx. 45%)

• Prepare and send gift acknowledgment letters within 48 hours of receipt, including tax receipts and personalized notes for leadership signature.
• Process and record gifts, pledges and payments accurately in the donor database; reconcile monthly with Finance.
• Maintain donor records in CRM, contact info, giving history, preferences and interaction notes.
• Draft donor correspondence, including thank-you letters, impact updates, renewal reminders and birthday or anniversary notes.
• Coordinate stewardship touchpoints for major donors, sponsors and planned-giving members, such as recognition, backstage visits, rehearsal invitations and musician meet-and-greets.
• Manage donor recognition listings in concert programs, on the website and on donor walls; proof every name for accuracy.
• Track sponsor benefit fulfillment, including tickets, logo placement, program ads and hospitality.
• Assist with annual fund appeals, from mailing lists and merge files to production, mail drops and response tracking.
• Answer donor phone calls and emails with warmth and professionalism, routing inquiries to the right team member.
• Run gift, retention and other key reports for the Vice President of Philanthropy or Director of Development.

Event coordination (approx. 30%)

• Manage invitation lists, RSVP's, guest lists, seating charts and name badges.
• Coordinate logistics with venues, caterers, vendors and volunteers.
• Track contracts, deposits and deadlines.
• Assist with auction and raffle procurement, item tracking, bid sheets and checkout.
• Prepare run-of-show documents and briefing notes on key guests.
• Staff events include evenings and weekends: check-in, donor greeting, payment processing and problem solving.
• Record attendance, revenue and expenses; compile post-event reports and follow-up letters.
• Coordinate donor hospitality at concerts, including ticket holds, pre-concert receptions and gatherings.

Project management and team support (approx. 25%)

• Maintain the Philanthropy team's master calendar.
• Track project timelines and task lists; send reminders and flag risks before deadlines slip.
• Coordinate production of development materials, such as sponsorship packages, case statements, donor newsletters and board reports, working with Marketing on design and print.
• Support grant writing by gathering attachments, financials, budgets and program data; track submission and reporting deadlines.
• Prepare agendas, materials and minutes for Development Committee and other volunteer meetins.
• Schedule meetings and manage calendars for the VP of Philanthropy as needed.
• Keep files, templates and procedures organized and current.
• Perform other duties as assigned in support of the Philanthropy team and TVS.

Qualifications Required

• Associate or bachelor's degree, or equivalent combination or education and experience.
• 1-3 years of administrative, development, event or customer-service experience.
• Excellent written communication, with strong grammar, proofreading and an eye for tone.
• Proficiency with Microsoft Office or Google Workspace, especially Word and Excel.
• Ability to work some evenings and weekends for concerts and events.
• Discretion handling confidential donors and financial information.

Preferred

• Experience in a nonprofit development office, ideally in the arts.
• Experience with a donor database such as Patron Manager, Raiser's Edge or Salesforce.
• Familiarity with project management rools such as Asana, Monday or Trello.
• Knowledge of or…