Do you love the Public Garden, Boston Common, and Commonwealth Avenue Mall? This may be your chance to join the team that works to preserve and enhance them. The Friends of the Public Garden is seeking an Executive and Development Coordinator.
The Executive and Development Coordinator supports the work of the Executive Director and Director of Development in a variety of administrative and management functions. Of primary importance is support for the effective functioning of the Friends board and committees, donor database management and donor relations support, and volunteer management. Reporting both to the Executive Director and Director of Development Director, the responsibilities of the position include:
Administrative Support
Record-keeping and Expense Tracking Support
In coordination with accountant, accurate tracking of expenses and revenue for each mailing, fundraising event, campaign, etc.; monthly reconciliation of donor financial records with accountant records
Board and Committee Support
Meeting scheduling; meeting materials preparation; coordinating to ensure accurate recording of meeting minutes; attending selected committee meetings and support minute recording as needed; maintaining current board and committee lists
General Office Functioning Support
Phone support as needed; ordering of supplies; oversight of equipment maintenance needs (phones; computers; printers); management of small mailing projects
Receptionist duties including providing excellent customer service to members of the public who visit the office
Vendor and Materials Production Support
Making vendor calls and obtaining estimates; oversight of materials production (printing jobs, invitations, programs)
Assistance with managing Executive Director's schedule
Membership, Database Management and Donor Relations Support
Membership Mailing and Online Support
Research, obtain and create mailing lists; coordination of mailing projects with printer and mailhouse; tracking and recording of responses; preparation of statistical reports; facilitation of note writing by committee members; oversight of online donation process including updating of online giving page and tracking of statistics on online giving for each electronic appeal;
Database Management
Accurate tracking and recording of donations in database; mastery of complex reports in Donor Perfect; research and application of ways to improve use of Donor Perfect; management of donor lists
Donor Relations Support
Conducting of donor research (individual, foundation and corporate); preparation of prospect reports; drafting of custom thank-yous for editing with little guidance; phone calls to donors as needed; management of annual report donor permission process
Volunteer Support
Recruit and supervise office volunteers/interns/Co-Op students
Train all above in relevant technology and office systems
Event Support
Event Logistics Support
Obtain site and catering details, effectively manage rsvp process; prepare materials for exhibit tables or events; solicit in-kind donations as needed (food, services, items)
Event Management Support
Help recruit volunteers to staff FOPG tables; staff events as needed and supervise volunteers
Qualifications
Education - Bachelors degree
Minimum three years professional, related work experience
Minimum 1 year fundraising-related experience (can be volunteer work)
Proficiency with Microsoft Office Suite applications; ability to master fundraising databases with ease and to train others
Familiarity with online fundraising technology and adding/editing website content
Superior attention to detail and accuracy in writing and record-keeping
Experience leading and motivating volunteers
Ability to multi-task
Organized, self-motivated and self-directed
Flexibility and ability to work collaboratively and harmoniously in a small office environment; availability for occasional evening meetings and events
The ideal candidate will be someone who desires a career in a nonprofit organization.
Please submit a resume and cover letter to Executive Director Elizabeth Vizza at [email protected]. No calls please. Local candidates only.
