Executive and Advancement Coordinator

Job Summary:  

The Executive and Advancement Coordinator provides high-level support to the President and CEO, as well as the Chief Advancement Officer. Regular responsibilities include but are not limited to: Facilitating calendars for meetings and appointments, conducting research for special projects and fundraising, preparing call reports and donor research, preparing presentations and other administrative support as may be needed. Additionally, this position serves as a liaison to the Board of Trustees, supporting quarterly Board meetings, quarterly Committee meetings, including preparing agendas, minutes and presentations. This position requires a professional demeanor, service-oriented communication skills, strong organizational skills, all handled with efficiency, confidence and positivity as the position interacts at a high level with staff and external constituents on behalf of the Museum leadership.  

Primary Responsibilities:  

• Providing administrative support, such as writing and editing emails, drafting memos and preparing communications on behalf of the President and CEO and CAO as needed 
• Scheduling and coordinating logistics associated with Board and Board Committee meetings, taking minutes as needed and assisting in communications with Board members 
• Maintaining comprehensive and accurate corporate records, documents and reports, including Board related records and communications 
• Assist with CEO and CAO’s schedules as needed, in particular: scheduling external appointments and calls  
• Create presentations for Board and other internal and external audiences where CEO is representing the organization 
• Prepare research associated with fundraising calls and appointments, entering notes into database as appropriate 
• Support fundraising and cultivation events as needed to ensure best experience for donors, trustees, and guests 
• Support Corporate Leadership Council activities by assisting with meeting logistics, presentations and other details as needed 
• Welcome guests on behalf of CEO, CAO as they arrive at the Museum when needed and ensure meeting areas are properly prepared 
• Interface professionally with other staff members to support requests of CEO and CAO 
• Ensure a clean administrative area to provide a welcoming space for meetings and appointments, including ensuring that the kitchenette is stocked with appropriate supplies  
• Support staff travel and/or logistics/travel needs for visiting curators, etc. 

Skills and Qualifications: 

• Strong written and oral communication skills, comfortable interacting with people conversationally and able to remain calm under stressful situations 
• Ability to treat confidential information with appropriate discretion  
• Excellent organizational skills and attention to detail, able to handle several tasks and priorities simultaneously  
• Problem solving and customer service minded approach and skills  
• Proficiency with Microsoft Office suite (Word, Excel, PowerPoint, Outlook), Office 365 programs, Zoom and comfortable with technology   
• Altru or other Blackbaud software experience a plus 
• Ability to work effectively with minimal supervision  

Education and Training Requirements: 

• HS diploma or GED  
• Bachelor’s degree in business-related field or demonstrated equivalent experience preferred 
• 2-4 years experience working in a professional setting