Donor Relations Coordinator

The Donor Relations Coordinator plays a vital role in advancing the Museum’s growing Development program, supporting fundraising initiatives that drive long-term sustainability and success. Reporting to the Chief Philanthropy Officer and working closely with the Individual Giving and Major Gifts teams, this position manages a broad range of administrative and coordination functions. This role requires regular interaction with senior leadership, staff, volunteers, and donors, and calls for exceptional organizational skills, attention to detail, and a high level of professionalism.

Primary Responsibilities

Provide comprehensive administrative support to the Chief Philanthropy Officer (CPO), Individual Giving, and Major Gifts teams.

Chief Philanthropy Officer Support

Coordinate logistics for donor visits, tours, meetings, and development events

Maintain accurate and up-to-date donor records in Raiser’s Edge

Track all donor and prospect interactions involving the CPO, CEO, Board members, and volunteers

Manage both digital and paper filing systems for donor records

Oversee calendar management, scheduling, and appointment coordination

Arrange travel accommodations for regional and national engagements

Prepare materials and coordinate logistics for internal and external meetings

Process expense reports and perform monthly credit card reconciliations

Provide exceptional customer service via phone, email, and in-person interactions

Draft and distribute regular Board communications, including monthly development updates and quarterly department reports shared in advance of Board meetings

Conduct prospect research and prepare detailed briefing materials for cultivation and solicitation efforts

Assist with the annual Board solicitation process, including preparation of solicitation materials, pledge forms, funding menus, and tracking tool

Individual Giving and Major Gifts Teams Support

Execute donor solicitations, mailings, and event invitations

Provide administrative and registration support for donor events and special activities

Ensure timely and accurate acknowledgment of major gifts

Coordinate team meetings, including scheduling, agenda preparation, and material distribution

Support Moves Management processes for Major Gifts portfolios; partner with the CPO and Major Gift Officer to track prospect strategies, goals, and performance metrics within Raiser’s Edge

Coordinate VIP tours for donors and prospects

Represent the organization professionally with donors, volunteers, and stakeholders

Maintain adherence to best practices in fundraising

Perform additional duties as assigned

Education

Bachelor’s degree required

Experience & Skills

Minimum of two years of development experience in a nonprofit organization; museum or cultural institution experience preferred

Familiarity with Raiser’s Edge or comparable fundraising software preferred

Strong organizational skills with exceptional attention to detail

Excellent written, verbal, and interpersonal communication skills

Ability to manage multiple priorities and meet tight deadlines

Proven ability to build and maintain positive relationships with donors, volunteers, and colleagues

High level of professionalism, discretion, and confidentiality in handling sensitive information

Demonstrated initiative, problem-solving ability, and capacity to work both independently and collaboratively

Proficiency in Microsoft Office (Word, Excel), Asana, and reporting tools

Interest in and commitment to the organization’s mission

Team-oriented mindset with a collaborative and collegial approach

Flexibility to work occasional evenings and weekends, including the final two weeks of December during peak fundraising season