DEPARTMENT: Development, Rosenbach Museum and Library
POSITION: Development and Programs Assistant
CLASSIFICATION: Exempt (salaried) Salary: 45,000
REPORTS TO: Senior Director of Advancement

Position Summary

The Development and Programs Assistant will support the fundraising activities of the Rosenbach’s three-person Development team, which raises more than $1.4M annually. In addition, the incumbent will coordinate the logistics for all Development events, including Delancey Society and membership programs (4-5 annually) as well as the “Rosenbach Presents” public program series, a joint effort between Development and the Department of Collections Engagement. The position will support the Senior Director of Advancement in the planning and production of Rosenbacchanal, the Rosenbach’s annual benefit gala, which raises more than $370,000 to support the Rosenbach and its mission. This is a hybrid position that allows for 1-2 days of remote work per week as responsibilities allow.

Development Operations and Membership

• Serve as primary contact for all membership and donor-related inquiries online, over the phone, and in person

• Provide administrative support to complete the weekly gift acknowledgement process in partnership with the FLPF Development Operations team and the Senior Manager of Development. This includes drafting letter templates as needed, reviewing content for any copy edits, errors, or other inaccuracies, completing mail merge process and printing for signature

• Assist with the monthly renewal process for the Rosenbach’s general members and Delancey Society programs through the Altru database in partnership with the Senior Manager of Development. This includes suggesting edits for communication templates and printing and mailing renewal letters as needed

• Helps to ensure accuracy and timely acknowledgement of donors and members and the fulfillment of appropriate benefits

• On and as needed basis, update contact details and preferred credit listings in donor records on the Altru database, ensuring accuracy and timeliness

• Submit Payment Authorization Forms (PAFs) for Development-related invoices

• Assist with recordkeeping for the Development expense budget

Events and Programs

• Help to plan and execute Development-related events and programs in partnership with Development, Collections Engagement, and Operations colleagues

• Create event timelines and coordinate logistics around event staffing, set up, A/V, hospitality, and clean up/breakdown

• Create event run-of-show documents and help with run-of-show meetings with assigned staff as needed

• Assist in the creation of event-related content for printed and digital communications and website content

• Communicate with any assist external vendors including caterers, dry cleaners, and other contracted professionals (actors, musicians, etc.)

• Serve as a point of contact for event participants and any external stakeholders regarding event details

• Keeps staff calendar updated with events and programs details, including appropriate spaces are reserved and staff working events are included as appropriate

Rosenbacchanal

• Support the Senior Director of Advancement with staffing preparations and coordinate day-of logistics

• Communicate with the Rittenhouse Hotel, A/V contractors, florists, and any other vendors, ensuring that service needs are met and invoices are processed according to deadlines

• Help manage the Rosenbacchanal expense and revenue records, ensuring they are accurate and up to date

• Work with Senior Director of Advancement on staffing plan and duty roster for day-of responsibilities

• Provide support for the design, printing, and mailing of all event materials as needed

• Support the Senior Manager of Development to ensure that all sponsor listings are up to date

• Communicate with sponsors to confirm preferred credit listings and pledge follow up as directed

• Help with the fulfillment of all auction lots, especially the realization of any on-site programs won at auction

Departmental and Organization-Wide Responsibilities

• Work very closely with all Rosenbach Departments

• Embrace the Rosenbach’s commitment to DEAI

• Contribute in meaningful ways to create a collaborative, inclusive, and respectful organizational culture

Essential Knowledge Skills and Abilities

• College degree with a minimum of one year of experience in a development office or customer-service related role, ideally in a non-profit setting

• Excellent verbal, written, and interpersonal communication skills

• An elevated level of emotional intelligence and ability to be a team player

• Ability to work independently and collaboratively across departments

• Strong attention to detail while working in a fast-paced environment

• Ability to manage multiple projects at once and work well under pressure

• Proactively prioritize responsibilities in conversation with supervisor

• Ability to prepare for events and programs by creating and adhering to schedules and communicating responsibilities to colleagues who are staffed for events

• Availability for regular evening and weekend work

• Commitment to the Rosenbach’s mission, love of history and literature a plus

Physical Demands

• Ability to sit or stand at a desk for extended periods

• Occasionally lift/push/carry office supplies or materials up to 25 pounds

Why Work For Us? 

 The Rosenbach Museum & Library is part of the Free Library of Philadelphia Foundation which offers a competitive compensation package. We offer the following benefits: flexible work environment; medical; dental; flex and HSA plans; disability & life insurance; Flexible Spending Accounts; retirement 403b; PTO; paid holidays (including floating). 

Diversity, Equity, and Inclusion 

We are an Equal Opportunity Employer. We encourage BIPOC, LGBTQ+ people, veterans, and people with disabilities to apply. The Rosenbach Museum & Library is committed to building a community that is inclusive and equitable, which strengthens our ability to maintain our shared cultural heritage. Museums and libraries are not neutral. They are a vital part of how we interpret and share stories, and we believe the diversity of the people working in these institutions strengthens us collectively.  

All employment decisions are based on organizational needs, job requirements, and individual qualifications. We do not discriminate on the basis of race, color, religion, ethnicity, gender, gender expression, age, national origin, disability, marital status, sexual orientation, military status, or any other status.  

To Apply

To apply please send a resume and cover letter to mmccarthy@rosenbach.org with the subject line: “Development Assistant”.

Deadline is August 8, 2025