MECHANICS' HALL - DEVELOPMENT ASSOCIATE

Join Our Team!

Mechanics’ Hall is seeking a creative, collaborative, and enthusiastic team member to join us in the new role of DEVELOPMENT ASSOCIATE.

POSITION SUMMARY:
Mechanics’ Hall seeks a highly organized and detail-oriented Development Associate to support the day-to-day functioning of our fundraising program at a pivotal moment in the organization’s growth. As we prepare for a capital campaign, this role will be central to maintaining strong systems, consistent donor stewardship, and effective internal coordination.

Working closely with the Development Manager and Executive Director, the Associate will take primary responsibility for development operations and administrative systems, ensuring that all fundraising activity is well-organized, timely, and well-executed.

DETAILS:

Position: Development Associate

Reports to: Development Manager

Start Date: Immediate

Hours: Full time/40 hrs a week. When possible we are flexible about remote work. Some responsibilities of this position cannot be done remotely. Please note that some evening and weekend availability for events will be required.

Salary: $52k - $60k depending on qualifications and experience

Benefits: Healthcare stipend, competitive PTO package, holiday schedule + employer-paid parking in a nearby garage.

KEY RESPONSIBILITIES:

Development Operations & Systems

Maintain and manage the donor database, ensuring accuracy, consistency, and timely entry of gifts and interactions
Oversee the grants calendar, tracking deadlines, submissions, and reporting requirements
Manage development files, email lists, and record-keeping systems

Donor Stewardship & Communications

Prepare and send weekly donor acknowledgment letters
Support ongoing donor communications and stewardship efforts
Conduct prospect research to strengthen the pipeline

Institutional Giving Support

Support the Development Manager and Executive Director with grant research, tracking, and reporting
Assist with proposal preparation as needed
Working closely with the Development Manager, track corporate giving pipeline and manage seasonal sponsorship & event renewals and benefits delivery

Annual Fund

Assist in the execution of the annual appeal, including generating prospect and mailing lists, coordinating with the mail house, and tracking the effectiveness of mail and email campaigns
Assist in tracking and reporting progress on the Annual Fund

Membership

Manage weekly Membership acknowledgements
Pull monthly renewal reports and work with the Development Manager to coordinate quarterly lapsed Member campaigns

Campaign Administration

Provide administrative and logistical support as the organization prepares for a capital campaign

Events & Engagement

Play a leading role in coordinating spring fundraising event
Manage event logistics, tracking, and supporter follow-up
Assist with donor events as needed, including nametag and check-in list preparation, set-up, and breakdown

Qualifications

Strong organizational skills and exceptional attention to detail
Comfort with Microsoft Office and Google Suite, including mail merging
Excellent written communication skills
Experience with databases/CRMs preferred
Ability to manage multiple projects and deadlines independently
Interest in fundraising, nonprofit work, or cultural/historic institutions

GROWTH OPPORTUNITY

As Mechanics’ Hall enters a capital campaign phase, there is potential for this role to expand in scope and responsibility over time.

WHY THIS ROLE MATTERS:

We are a close-knit, mission-driven team dedicated to preserving and activating our historic space in downtown Portland through dynamic cultural, literary, and community-centered programming.

This position will ensure that the systems behind fundraising are strong, reliable, and effective, supporting Mechanics’ Hall’s ability to grow, deepen donor relationships, and successfully execute a capital campaign.

If this excites you, we hope you will apply!

HOW TO APPLY:

Interested candidates please email the following to development@mainemechanics.org with the subject line: (Last Name) Development Associate.

A cover letter PDF form labeled as FullName.Coverletter.pdf
A resume in PDF form labeled as FullName.resume.pdf
3 references with contact information.

No phone calls or visits, please.

Mechanics’ Hall is a proud Equal Opportunity Employer.

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