Coordinator Board and Donor Relations

3 weeks ago

Houston, United States Coalition for the Homeless Full time

**Organization Overview**
The Coalition for the Homeless of Houston/Harris County (CFTH) has received recognition as the lead agency of one of the nation’s most successful and effective Homeless Response Systems (HRS). Along with its more than 100 other community partners, CFTH has transformed the city of Houston and surrounding counties by decreasing homelessness by more than 60% since 2011. If you’re a highly motivated self-starter looking for a chance to use your skills, talent, and experience in a meaningful way that transforms lives, then come find your home at CFTH

**Job Overview**

The Coordinator will serve as the liaison and gatekeeper between the CEO and Director, and members of the Board, current and prospective donors, agency partners, CFTH Team members, and other key stakeholders. He/she/they will also collaborate with cross-functional teams on special executive-level projects and initiatives, design and implement efficient workflows and administrative processes, and exercise independent judgment to manage high-level administrative functions effectively and appropriately on behalf of the CEO and Director.

**Responsibilities**
- Calendar and Contact Management_
- Maintain the integrity of calendars by managing time most effectively, allowing for transition between meetings, thoughtfully scheduling recurring meetings, and ensuring appropriate meeting format (in-person, video, direct call).
- Continuously review calendars to ensure agenda, time-zone sensitivity, pre-reads, and briefings are included, briefing and background materials for key meetings are provided, and that required participants have accepted at least 48 hours in advance.
- Proactively communicate calendar changes and approval requests and escalate questions/conflicts for guidance to resolve ever-changing priorities and action items in a timely manner.
- Identify, prepare, and compile necessary materials ahead of time to ensure the CEO and Director have the appropriate information for meetings, reports, presentations, events, and special projects in advance.
- Board and Donor Relations _
- Organize the logistics of Board meetings, including preparing and distributing meeting materials for review before meetings and recording and transcribing minutes of the Board meetings.
- Effectively manage and support Board and donor-related events, activities, and communications with a high degree of professionalism, tact, diplomacy, accuracy, and confidentiality.
- Manage, track, and continuously update Board and donor contacts using the donor information system (Donor Perfect); increase knowledge and familiarity with external contacts.
- Document and track the CEO’s and Director’s Board and fund development-related projects and assignments to ensure appropriate prioritization, advance notice of deadlines, resolution of contingencies, and other key developments.
- Donor Database Management_
- Maintain and regularly update donor records to ensure data integrity and accuracy of information related to donor contact/activity and financial reports.
- Ensure the timely and accurate approval, coding, and entry of donations into the donor database and that gift acknowledgments and donor communications are sent in a timely manner.
- General and Administrative Duties_
- Serve as an information source for the CEO and Director, answering questions in a timely manner, making referrals as required, conducting required research and follow-up, and appropriately escalating.
- Exercise sound judgment and discretion by anticipating the needs of the CEO and Director and exercising critical thinking skills to assess and resolve complex situations/problems and shifting priorities.
- Serve as a liaison in welcoming visitors and engaging with key stakeholders professionally, enhancing the trust, credibility, and reputation of the CEO, Director, and CFTH.
- Complete special assignments by establishing objectives, determining priorities, managing time, gaining the cooperation of others, monitoring progress, and problem-solving.
- Perform general administrative duties, including document preparation, document management, travel logistics, meeting preparation, and monthly expense reporting.
- Other duties as assigned.

**Desired Skills and Qualifications**:

- Bachelor’s or associate degree and 4 years of years of C-Suite executive support experience; or high school degree or GED and 6 years of years of C-Suite executive support experience
- Prior experience supporting a fund development team
- Prior experience in a non-profit environment
- Experience using a client, contact, or donor management system
- Exceptional judgement, ability to hold and keep confidential information, and ensure complete discretion
- Meticulous organizational and tracking skills and attention to detail for self and others;
- Demonstrated experience staying calm under pressure and flexible while maintaining a high degree of attention to detail and logistics
- Demonstrated ability to

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