At Mechanics’ Hall, we are dedicated to fostering a diverse, equitable, and inclusive workplace. As an Equal Opportunity Employer, we value the well-being of our team members, who are often parents and caregivers. We prioritize ensuring our employees have time to enjoy their families, friends, and personal pursuits outside of work.
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.