Philanthropy Coordinator

REPORTS TO: Senior Director of Philanthropy Operations and Analytics

POSITION SUMMARY: The St. Louis Symphony Orchestra (SLSO) seeks a Philanthropy Coordinator to provide high-level administrative and operational support to the Chief Philanthropy Officer and the broader Philanthropy team. This role is integral to advancing the SLSOs fundraising efforts and ensuring a thoughtful seamless experience for donors and supporters.

The Philanthropy Coordinator will contribute across a range of functions including development support executive assistance office coordination donor stewardship event logistics and data entry. This position plays a vital role in supporting both strategic initiatives and day-to-day operations helping to drive the organizations mission forward.

The ideal candidate is proactive resourceful and highly collaborative with strong communication and critical thinking skills. They demonstrate initiative in improving processes and managing priorities in a fast-paced environment. Proficiency with tools such as mail merges donor databases (e.g. Tessitura) and shared calendars is essential along with a professional demeanor and a genuine curiosity for the work.

RESPONSIBILITIES:

Leadership Support

• Provide administrative support to the Chief Philanthropy Officer including scheduling meetings with staff donors community partners and board members; preparing briefing materials; entering and maintaining records in Tessitura; and drafting correspondence.

• Collaborate closely with the Executive Office to support the President and CEO on requests initiatives and special projects as needed.

• Coordinate Trustee Philanthropy Committee meetings including preparing agendas and materials recording meeting minutes managing venue logistics tracking attendance and ensuring timely communication and follow-through.

• Track and reconcile invoices billing and expenses for Chief Philanthropy Officer.

Development

• Provide confidential administrative support for the major gifts team as needed including scheduling managing communications drafting correspondence and entering notes and documents in Tessitura.

• Support the major gifts team in preparing timely renewal mailings solicitations and donor proposals. Assist the institutional team with maintaining accurate contact records and provide research support as needed.

• Prepare welcome packets and other development materials to support major gift officers and institutional team in cultivation and stewardship efforts.

• Serve as the point person for coordinating concert underwriting selections each season ensuring clear communication and accurate tracking.

• Manage and support a variety of team projects and processes including compiling the Monthly Management Report; maintaining internal files for planned giving; liaising with the Artistic team on signed programs; assisting with donor list reviews; and providing administrative support for events including RSVPs mail merges and donor engagement activities such as meet-and-greets.

Department Administration

• Provide front-facing support including managing incoming calls welcoming visitors responding to general inquiries and monitoring the email inbox.

• Oversee day-to-day office operations by maintaining and anticipating supply needs coordinating e-birthday cards and processing departmental mail including collecting sorting and prioritizing incoming items.

• Coordinate logistics for internal and external meetings including room setup agenda preparation technology support and arranging meals and refreshments as needed.

• Help maintain the master Philanthropy calendar tracking key organizational priorities concerts and events and proactively communicating deadlines action items and milestones to the team.

• Support donor communications and event coordination by documenting and sharing event details with donors committee members and attendees; managing data entry in Tessitura; and assisting with pre- and post-event needs such as attendance tracking name tags and acknowledgments.

• Participate in meetings and events as needed including occasional evening and weekend commitments and provide support in the donor lounge when required.

REQUIREMENTS:

• Bachelors Degree or equivalent professional experience required.
• 2-3 years of executive support operations or business administration roles required; a background in music is a plus.
• Demonstrated ability to manage multiple priorities independently with strong organizational planning and multitasking skills.
• Must be comfortable working with individuals at all levels within the organization.
• High level of discretion and ability to handle sensitive and confidential information.

SKILLS AND ABILITIES:

• Exceptional attention to detail with strong writing editing and organizational skills.
• Ability to prioritize effectively manage a dynamic workload and handle a wide range of responsibilities with efficiency and sound judgment.
• Strong database proficiency including the ability to identify and resolve inconsistencies and maintain data integrity.
• Advanced proficiency in Microsoft Office (Word Excel PowerPoint and Outlook) and experience working with database management systems.
• Excellent written and verbal communication skills with a professional collaborative and service-oriented approach.