Development & External Affair Coordinator

4 weeks ago

West Palm Beach, United States Norton Museum of Art Full time
The Development and External Affairs Coordinator (DEA Coordinator) reports to the Chief Development and External Affairs Officer (CDEAO) to provide administrative support to the CDEAO and coordinate operations for the Development + External Affairs Departments. In this role, the DEA Coordinator supports the key processes that sustain and improve Visitor, Member and Donor relations for the Museum. They will direct the general office workflow; manage extensive calendaring, reporting, and budgeting; organize high volumes of email; and handle inquiries from a wide range of people including staff, Board and committee members, Members and Donors, and community partners. Project work will be varied and complex. In addition, there is a strong focus on gathering, interpreting, and presenting data and metrics.

Responsibilities include, but are not limited to:
  • Support the CDEAO with daily tasks of managing calendar and scheduling meetings, preparing, and coordinating follow-up for donor interactions, fielding requests (internally and externally), and answering phone line(s).
  • Work independently to coordinate standing weekly, monthly, and quarterly projects with team members (includes, but not limited to, daily gift processing, weekly prospect research, weekly Museum tour calendar briefing, monthly Development + External Affairs revenue dashboard, and monthly prospecting).
  • Prepare and coordinate with other team members key proposals, stewardship items, and supporting items for donor solicitations and cultivation.
  • Oversee the monthly management of the Development budgeted expenses and support budget goals. Submit expenses to Finance on behalf of the CDEAO and support accounts payable needs for the team.
  • Prepare a variety of written and printed materials, including emails, correspondence, and documents. Proofread and/or edit correspondence, prepare meeting minutes, and presentations. Coordinates as needed with other team members to prepare proposals, stewardship items and supporting material for donor cultivation + solicitations.
  • Work with CDEAO and the Donor Engagement team on Curated Travel opportunities including but not limited to formatting itineraries, entering payments, assisting with zoom meetings with travelers, etc.

Supporting the Board of Trustees:
  • Assist the Development Associate for Individual Giving on organizing Board of Trustee correspondences like preparing Trustee giving summaries, pledge reminders, invoices, etc.
  • In coordination with Director’s Office, support all Trustee needs and special requests, i.e. reservations, RSVPs, and special lunch and tours.
  • Organize correspondence, meetings and materials for the Development and Communication Committee meetings that occur multiple times a year.
  • Provide supporting information to the Chair(s) of the Development Committee in preparation of meetings.
  • Coordinate monthly reporting to Development Committee Chair(s) and arrange for necessary prep or debrief meetings alongside the Committee work.

Gift Processing, Reporting, and Department support:
  • Maintain constituent records in Altru, the Museum’s CRM.
  • Edit & proofread documents, reports, invitations, etc.
  • Serve as main point person for Development donor files and manage annual review and archiving needed.
  • In coordination with the Individual Giving team, support gift processing and acknowledgements, including coordination with the Director’s office for personal thank you letters on behalf of the Director + CEO.
  • Create, run, and distribute reports for the CDEAO in coordination with the Development department program areas.
  • Generate the monthly Development + External Affairs Dashboard alongside monthly reports for each of Development’s six program areas.
  • Collaborate with the Development Associate for Individual Giving to ensure all gifts are processed, acknowledged in a timely manner, and that copies of each document are stored appropriately.
  • Maintain Altru records and ensure contact reports and updates are entered on behalf of CDEAO and key members of Museums staff.
  • Maintain and assist the major gifts team members with prospect management and making sure data from the CDEAO is being input into the module. Work with the Director’s Office to provide the Director & CEO with prospect research and wealth screening information.
  • Provide day of event support to the Special Events team on VIP and Donor events throughout the season.
  • Coordinating and scheduling exclusive access tours with Museum Experience, Docent and Volunteer Manager, Director’s Office, and Development staff.
  • Referring communications to the correct parties, route incoming calls, mail, arrange conferences and meetings, secure space, work with caterer, when necessary, prepare materials for meetings and special events, review outgoing correspondence for accuracy, grammar, etc.
  • Manage Department subscriptions and participation in AFP, Chamber of Commerce, etc.
  • With approval from the CDEAO, the DEA Coordinator may be asked to provide direct support and assistance to individual program areas for the overall needs of the department.
  • Other duties as assigned.

Qualifications:
  • BA degree required.
  • Minimum of 3 years applicable experience, preferably office management.
  • Cultural Institution or Non-profit experience preferred but not required.
  • Proficient in Microsoft Office applications, including database management.
  • Proficiency with Blackbaud donor management software products a plus (Altru or Razor’s Edge).
  • Self-starter with ability to plan, coordinate and work independently, meet deadlines, and adapt to ever-evolving work priorities and circumstances.
  • Excellent written, verbal, and communication skills.
  • Ability to convey a positive and professional image, especially in high-pressure situations.
  • Advanced calendar management skills.
  • Good decision making and problem-solving skills.
  • Strong interpersonal skills with a high degree of sensitivity for confidentiality and diplomacy
  • Ability to establish and maintain effective working relationships with all individuals internal and external to the Museum.
  • Demonstrate the highest level of personal and ethical standards.
  • Attention to detail and accuracy in performance.
  • Ability and willingness to work nights and weekends as needed.

Physical Requirements:
  • The person in this position must be able move about inside and outside the office; to frequently communicate with managers and employees, ability to access and operate computer and other office equipment; and ability to lift, move or carry up to ten (10) pounds.

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