Advancement & Special Projects Coordinator

Responsibilities

• Provide executive-level administrative, operational, and project support to both the Director & CEO and the Director of Advancement & External Affairs.
• Serve as a key point of contact for Trustees, donors, volunteers, staff, and other key stakeholders.
• Prepare and distribute reports, presentations, correspondence, agendas, meeting minutes, and other materials for executive leadership, the Board of Trustees, and committees; set and manage the Board of Trustees and committee meeting calendar.
• Support donor stewardship and engagement activities, including donor communications, prospect research, and relationship management.
• Process and acknowledge gifts, maintain donor records, and support CRM data entry and reporting.
• Aid in the preparation of sponsorship proposals, grant applications, grant reports, and other fundraising materials.
• Support external affairs projects, including marketing campaigns, stakeholder communications, and cross-departmental efforts that advance the Museum's visibility and strategic priorities.
• Assist with special events, programs, and other related engagement activities, including planning, logistics, and on-site coordination and representation.
• Manage the Director & CEO's schedule, including meetings, appointments, and travel arrangements.
• Maintain internal calendars and tracking systems, including meetings, events, key project deadlines, and other Museum-wide activities.
• Manage incoming communications and provide general office support, including filing and records management.

Qualifications

• Associate's or Bachelor's degree preferred, with 5-7 years of executive-level administrative support experience, preferably within a nonprofit, cultural, educational, or related institution.
• Highly organized with strong project management, planning, and time management skills. Proven ability to manage multiple priorities, meet deadlines, and maintain a high level of accuracy in a fast-paced environment.
• Excellent interpersonal skills and the ability to build positive relationships with internal and external stakeholders while handling sensitive information with professionalism and integrity.
• Exceptional verbal and written communication skills, including the ability to prepare professional correspondence and materials and engage effectively with a wide range of audiences.
• A collaborative team player who takes initiative and is willing to roll up their sleeves and support colleagues across the Museum.
• Strong proficiency in Microsoft Office Suite, including Word, Excel, Outlook, and PowerPoint, with a willingness to learn new technologies and systems.
• Prior experience with CRM systems is a plus.