Coordinator, Donor Stewardship & Advancement

Summary:

Responsibilities:

Responsibility buckets are listed in general order of importance and include but are not limited to:

Donor Stewardship & Events

• Support donor stewardship efforts across the Advancement team including:

  • Assisting with the coordination and administration of the Subaru Loves Pets grants program by organizing and creating impact reports for over 600 shelter grantees; attend weekly status meetings with Subaru as needed; and support internal teams as directed

  • Supporting the content generation for donor reports and updates to program description sheets

  • Communicating with donors prospects and donor-advised fund representatives on occasion through phone calls and correspondence

• Assist the Senior Directors of Events and Major Giving with donor events including:

  • Developing elements required for successful implementation of the ASPCAs annual Humane Awards Luncheon including promotional materials invitations programs digital materials gift tracking and donor acknowledgements

  • Managing logistics for small donor stewardship events including venue research invitation design meeting facilitation and internal stakeholder engagement

  • Following up on pledges from donors to ensure that they are fully received

• Serve as point person on donor recognition requests including:

  • Leading design and fulfillment requests for donor signs for facilities and vehicle wraps and maintain tracker organizing this information

  • Overseeing annual updates of the ASPCAs lifetime giving donor wall and corporate partnership recognition where applicable

  • Creating physical donor recognition items like photo albums milestone plaques etc.

• Assist in achieving accurate financial records including:

  • Supporting Vice President with management of Corporate Partnerships department financial records through accurate claiming of all of revenue for the department and ensuring alignment with budget

  • Tracking all workplace giving through monitoring of several giving portals ongoing wire claims and check processing and providing monthly projections to Vice President

Administrative Duties

• Manage specific departmental administrative duties including:

  • Serve as vendor point-person for operations processing vendor set-up forms payment requests and invoices

  • Schedule internal and external meetings on behalf of the Advancement team

  • Completing team travel logistics and itineraries

  • Supporting Advancement team members with expense questions

  • Overseeing the Advancement teams digital filing system ensuring consistency

  • Reviewing admin functions and institute process improvements to simplify and streamline

  • Serving as the teams in-office point person to manage office supplies branded giveaways mail and in-person meeting set up

• Serve as key administrative support to the SVP Advancement including:

  • Preparing and submitting expense reports for the SVP

  • Providing management support of the SVPs calendar and internal communications fielding inquiries and representing the SVPs input on occasion

  • Maintaining a deep knowledge of the SVPs priorities and workflow and the Advancement teams long-term and short-term goals

  • Maintaining the highest level of confidentiality while handling sensitive information and issues

• Provide meeting and project management support including:

  • Preparing agendas and prep assignments and distribute in time for effective meetings

  • Taking meeting notes and distributing within 48-hours highlighting next steps and tracking progress; conducting document management

  • For in-person meetings ordering meeting supplies setting up room and audio-visual coordinating with speakers ordering refreshments etc.

  • For hybrid meetings ensuring seamless experience for both in-person and virtual attendees (e.g. microphones for in-room speakers; virtual comment monitoring)

  • Playing lead role in organizing Advancement team retreats

  • Creating and finetuning department presentations using Canva and PowerPoint

  • Supporting Airtable design and use as a project management tool across teams (e.g. portfolio trackers naming opportunities)

Qualifications

• PowerPoint Adobe products; familiarity with donor databases or CRMs like Salesforce a plus

• Excellent written and oral communication skills; ability to artfully flex communication styles to audiences

• Exceptional organizational skills; motivated by getting things done and done well

• Strong attention to detail does not let anything slip through the cracks

• Friendly and good humored with keen ability to build rapport and authentic trusting relationships across the organization; comfortable following up with senior leaders in support of SVPs priorities

• Proactively problem-solves and takes appropriate initiative to implement solutions

• Flexible; can easily adapt to changes and help others do the same

• Cultivates a climate in which diverse perspectives are solicited encouraged valued and respected

• Sets a high standard by exhibiting transparency integrity honesty and strong ethical principles

• Unafraid of hard conversations and approaches them openly quickly and kindly

• Ability to communicate clearly in person over the phone and via email which may involve speaking and listening for extended periods

• Ability to exemplify ASPCAs core values behavioral competencies and commitment to diversity equity and inclusion

Language

• English

Education and Work Experience

• High School Diploma or GED required B.S. or B.A. preferred

• 2 years of professional experience preferably in fundraising or client services

• Previous experience in a nonprofit environment preferred

• Previous experience with event planning preferred

• Experience with donor stewardship efforts preferred

• Previous experience with expense reporting preferred

Additional Information

• Other duties as assigned

• Ability to sit for extended periods while working at a desk or computer

• Occasionally lifting and carrying light office supplies generally not exceeding 20 pounds

• Manual dexterity and eye-hand coordination allowing for proficient use of keyboard mouse and other office equipment

Qualifications:

Language:

Education and Work Experience: