APAP Career Center

Donor Relations Coordinator

Immediate Opening August 2024

POSITION SUMMARY:

The Donor Relations Coordinator coordinates all fundraising events and stewardship initiatives while meeting deadlines and being mindful of patrons' needs, helps the department achieve revenue and patron value goals, ensures effective and timely communication between the department and key internal and external stakeholders, and provides high level administrative support in all areas of work assignments.

MAJOR RESPONSIBILITIES:

FUNDRAISING AND DONOR BENEFIT EVENTS

With the guidance of the Vice President of Philanthropy and the Assistant VP of Philanthropy, coordinate and help execute all fundraising, donor benefit, cultivation, stewardship, recognition, and sponsor events

• Make arrangements for donor rooms at concert venues including contracts and communications with vendors for reservations, catering, set-up, flowers, and chocolates
• Coordinate master Philanthropy events calendar in coordination with other departments; keep all departments updated on events; and provide FAQ and event details to Box Office Manager
• Coordinate events budgets, and reconcile budgets after events; track event and donor room expenses, and ensure invoices are paid and recorded
• Help coordinate event logistics and production, including catering and external vendors, to ensure event expectations are met
• Create timelines and internal and external event briefings, and consistently meet deadlines
• Work with Philanthropy staff and Database and Fulfillment Manager to request and acquire data-informed invitation lists and to track event attendance in database
• Draft copy for event invitations and collateral; prepare project requests forms for invitations, sponsor signage and collateral; and ensure the editing and approval process meets timelines
• Print invitations, envelopes, name tags, signage, event programs, and other collateral
• Track and manage event RSVPs, schedule e-blast event reminders, create acknowledgement letter language, and send What To Know emails to event participants
• Help coordinate day-of event execution
• Coordinate event follow-up plans
• Coordinate event debriefing meetings, track feedback, and recommend future improvements
• Keep abreast of other community events that would be of interest to our donors and look for potential conflicts regarding event dates and times

STEWARDSHIP

With the guidance of the Assistant Vice President of Philanthropy and the Director of Annual Giving, coordinate and help execute all stewardship projects, donor benefits arrangements, and donor communications

• Facilitate donor benefits arrangements including Open Rehearsal planning and communication, VIP parking, and donor room passes, and other individual donor benefits.
• Coordinate stewardship mailings including the Thank You Note project, Report to the Community mailing, and holiday card
• Respond to donor requests including ticket exchanges, donations, and stock transfer information, and assist with benefits fulfillment and other VIP needs
• Coordinate special donor communications regarding donor benefits and events
• Organize and maintain files of Philanthropy photos, and coordinate selecting photos for fundraising projects, events, and publications

ADMINISTRATIVE SUPPORT

• Maintain inventory of invitation, cardstock, postage stamps, letterhead, envelopes, and events supplies for department needs
• Schedule Philanthropy team meetings, and prepare agendas and fundraising dashboards
• Track budgeting and expenditures for department needs, and process invoices
• Assist with the development and/or preparation of printed and digital materials, solicitation letters, proposals, funder reports, meeting information, and other products in support of the department's work
• Ensure letters, proposals, and reports are copied, filed, and mailed in a timely manner; maintain thorough and accurate hard-copy and digital donor files
• Enter contact memos and assist with keeping the donor database current and accurate
• Serve as back-up to the Executive Assistant to the President & CEO as needed Perform concert duty and other responsibilities or assignments as needed

QUALIFICATIONS:

• At least one year of fundraising or non-profit experience
• Excellent verbal and written communication skills
• Strong interpersonal, relationship and customer service skills
• Strong planning and organizational abilities, and excellent attention to detail
• Ability to function at a high level under deadline pressure in a fast-paced environment
• Ability to prioritize and manage multiple projects simultaneously, taking responsibility for the completion of each by its respective deadline
• Excellent judgement and professionalism in dealing with people, being collaborative, responsive and supportive
• Self-motivated and enthusiastic with ability to work independently
• Team-oriented, flexible, positive, personable and willing to learn
• Professional appearance and demeanor
• Ability to support and implement the mission, vision and values of the North Carolina Symphony; knowledge of, and interest in, orchestral music or performing arts
• Proficiency in Microsoft Office programs, desktop publishing, and Zoom
• Ability to travel and work outside traditional office hours
• Bachelor's degree required

Because driving between worksites and to various locations may be a central function of the position, administrative staff must maintain a valid driver's license and have reliable transportation.

The North Carolina Symphony values diversity in backgrounds and experiences. Individuals are encouraged to apply even if they do not meet every requirement. We expect that the ideal candidate will exhibit many of the listed requirements, skills, and competencies. We also consider a combination of experience, proficiency, and transferrable skills when considering a position submission.

This is a full-time salaried position based in the Triangle region of North Carolina. The salary is $42,000-$45,000. The North Carolina Symphony is currently operating on a hybrid work structure with onsite and remote work (after first 90 days). The benefits package includes health insurance through Blue Cross and Blue Shield of North Carolina, long-term disability coverage, life insurance, an employee assistance program and voluntary vision and dental insurance. Enrollees in our optional 403(b) retirement plan receive an employer match and our Health Savings Account offering provides a bi-annual employer contribution.

TO APPLY:

Email cover letter, resume, three references, and a writing sample (solicitation, proposal, or stewardship report) to:
Rebecca Gunn, Assistant Vice President of Philanthropy:
humanresources@ncsymphony.org
No phone calls please.

QUALIFICATIONS:

• At least one year of fundraising or non-profit experience
• Excellent verbal and written communication skills
• Strong interpersonal, relationship and customer service skills
• Strong planning and organizational abilities, and excellent attention to detail
• Ability to function at a high level under deadline pressure in a fast-paced environment
• Ability to prioritize and manage multiple projects simultaneously, taking responsibility for the completion of each by its respective deadline
• Excellent judgement and professionalism in dealing with people, being collaborative, responsive and supportive
• Self-motivated and enthusiastic with ability to work independently
• Team-oriented, flexible, positive, personable and willing to learn
• Professional appearance and demeanor
• Ability to support and implement the mission, vision and values of the North Carolina Symphony; knowledge of, and interest in, orchestral music or performing arts
• Proficiency in Microsoft Office programs, desktop publishing, and Zoom
• Ability to travel and work outside traditional office hours
• Bachelor's degree required

About The North Carolina Symphony

Founded in 1932, the North Carolina Symphony (NCS) is a vital and honored component of North Carolina’s cultural life. Each year, more than 300 concerts, education programs, and community engagement offerings reach adults and schoolchildren in all 100 North Carolina counties—in communities large and small, and in concert halls, auditoriums, gymnasiums, restaurants, clubs, and outdoor settings. The Symphony’s full-time professional musicians perform under the artistic leadership of Music Director Carlos Miguel Prieto. The NCS is proud to expand access to audiences around the globe through concerts and educational offerings available through the digital space. NCS is an equal opportunity employer that maintains a policy of nondiscrimination with respect to all employees and applicants for employment including hiring, promotion, layoff, termination, rates of pay, selection for training, and recruitment. All considerations are administered without regard to race, color, religion, sexual orientation, national origin, gender, age, disability, or veteran status. Employment decisions, subject to the legitimate business requirements of NCS, are based solely on the individual’s qualificat...ions, merit, experience, and performance. NCS is proud to be a partner orchestra of the National Alliance for Audition Support. NCS’s state headquarters venue is the spectacular Meymandi Concert Hall at the Duke Energy Center for the Performing Arts in downtown Raleigh. The Symphony’s service across the state includes series in Chapel Hill, Wilmington, New Bern, Southern Pines, and Fayetteville, as well as the Summerfest series at its summer home, the outdoor Koka Booth Amphitheatre in Cary. NCS brings some of the world’s greatest talents to North Carolina and embraces home-state artists from classical musicians to bluegrass bands, creating live music experiences distinctive to North Carolina. NCS is dedicated to giving voice to new art and has presented more than 50 U.S. or world premieres in its history. Committed to engaging students of all ages across North Carolina, NCS leads one of the most extensive education programs of any symphony orchestra in the country—serving over 100,000 students each year. In alignment with the curriculum set by the North Carolina Department of Public Instruction, the Symphony provides training and resources for teachers, sends small ensembles into classrooms, and presents full-orchestra in-person and online Education Concerts that bring the fundamentals of music to life. Music Discovery for preschoolers combines music with storytelling, and at the middle and high school levels, students have opportunities to work directly with NCS artists and perform for NCS audiences. The first state-supported symphony in the country, NCS performs under the auspices of the North Carolina Department of Natural and Cultural Resources, D. Reid Wilson, Secretary. To learn more, visit ncsymphony.org.

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Connections working at The North Carolina Symphony