Hiring: Advancement Assistant

25th Anniversary Publication Launch

Advancement Assistant 

Reports To: Director, Advancement

Supervises: N/A


Who We Are Looking For

A highly organized team player ready to increase the department’s capacity to execute fundraising strategies and level up AAI’s information management.


Position Description Overview

Asian Arts Initiative is run by a creative and talented team committed to creating community through the power of art. As the Advancement Assistant you are committed to our mission, passionate about telling our story, and ready to implement a strategy to increase fundraising capacity and awareness of our work to key constituencies. Reporting to the Director of Advancement and working closely with the Development Supervisor and Director of Finance and Operations, you will lead the implementation of information management and grant management strategies to support fundraising operations, build brand awareness, tell our story, and increase audience engagement and donor support.

This position is a key member of our Advancement team and will collaborate with leadership, programmatic, and fundraising staff as well as board members, artists, partners, and youth. As a mission driven, culturally specific, community arts organization, this position will implement strategies and tactics that amplify the voices of LGTBQ and  BIPOC communities through practices that honor the experiences and voices of people of color and other historically marginalized communities. 

This position requires an intermediate-to-advanced knowledge of CRM platforms, data management, donor cultivation and stewardship, event management and logistics. Strong written and verbal communication skills, an ability to take on and manage multiple projects on tight deadlines, and an understanding of donor  relationships and confidentiality are required. Must execute on a deep understanding of how data management, record keeping, and effective clerical support achieve tangible campaign-based and organizational goals. 


Key Responsibilities

Database management

  • Assist in developing and maintaining protocols for database management.
  • Complete monthly audits to ensure data across departments is being collected for migration into the database.  
  • Design and generate reports to assist in proposal preparation, donor and prospect cultivation, accounting reconciliation, and budget management.


Data entry 

  • Maintain donor, outreach, audience, artists, and prospect records.
  • Complete gift and program engagement entry. 


Grants management

  • Assist Development Supervisor by maintaining prospect calendar, managing deadlines for grant proposals and reports.  
  • Track grant agreement deliverables and budgets liaising with Programs and Engagement teams to ensure timely proposal submission and grant reporting. 


Information Management

  • Assist in developing protocols for information and record management. 
  • Organize and maintain all Development files documenting the donor pipeline from prospect cultivation through donation stewardship. 
  • Execute information requests across departments. 
  • Organize Institutional documents (necessary for support applications) and assist the Director of Finance and Operations in managing timely renewal requests for institutional documents
  • Maintain an archive of publications across departments and maintain a matrix of publications in coordination with the Marketing Supervisor.   


Donor Stewardship

  • Complete daily written gift acknowledgements and receipts and assist the Development Supervisor in preparing  grant agreements and corporate sponsorship contracts. 
  • Assist Development Supervisor in monthly accounting reconciliation


Events management

  • Assist staff across departments by supporting execution of organization wide events. 
  • Support Advancement team in management and execution of donor events including annual fundraisers. 


Board Liaison

  • Attend board meetings, take meeting minutes. 
  • Follow up on meeting notices and materials for Board members in coordination with the Office Director and keep attendance information. 
  • Manage Board documents related to Board meetings and Development functions.


Space-use Management

  • Assist in space-use management to support facilities and events strategies. 
  • Assist Operations staff in preparing space for meetings and events and maintaining inventory of event supplies. 

Other duties as assigned.



  • Experience in administrative support, development and/or communications in a nonprofit setting
  • Proficient in Microsoft Office (Word, Excel, PowerPoint) and Google suite.
  • Experience with email, online fundraising, and advocacy toolsets/platforms/CRMs 
  • Experience and proficiency in more than one CRM donor management system
  • Familiarity with Salesforce CRM database preferred
  • Understanding of best and emerging digital practices 
  • Understanding of social media platforms and digital media 
  • Ability to excel in a collaborative team environment (and currently, remote) Excellent writing, editing, and proofreading ability 
  • Excellent verbal and written communication skills 
  • Excellent organizational skills
  • Self-motivated, organized, and detail-oriented 
  • Ability to take on multiple projects with key deadlines 
  • Willingness to work outside of main responsibilities and serve as an organizational ambassador as advised


Hours and Compensation

This is a full-time staff position 40 hours/week. The salary is $39,500 annually. Evening and weekend hours may be required.

This position is eligible for AAI's fully employer-funded medical and dental group plan, hybrid work model, and unlimited PTO policy.


How to Apply

Interested candidates are invited to apply by emailing the following information to jobs@asianartsinitiative.org:

  1. Cover letter (stating where you learned about the opportunity and addressing your relevant experience)
  2. Resume


No phone calls please. Applications missing requested materials may not be considered. 


AAI’s services and employment are provided in a nondiscriminatory manner, without regard to race, sex, color, national origin, ancestry, religious creed, ability and age. Asian Americans are encouraged to apply.


Organizational Overview

Asian Arts Initiative is a multi-disciplinary and community-based arts center in Philadelphia that advances racial equity and understanding, activating artists, youth, and their communities through creative practice and dialogue grounded in the diverse Asian American experience. Through exhibitions, performances, and community projects, we provide an inclusive gathering place for conversation and exchange of ideas. Our community-based arts initiatives seek out and cultivate innovative models for artists to engage with local communities, with a particular emphasis on working in partnership with our immediate neighborhood. Our primary programs include: 1) Artist residencies, commissions, and presenting of performances and exhibitions for artists to develop professionally and to create socially relevant artwork reflecting community experiences; 2) Year-round out-of-school-time programming for middle school youth, offering creative development and a safe place; 3) Participatory curatorial practices and various community development initiatives in our immediate neighborhood of Chinatown North/Callowhill.