This individual will be responsible for supporting the Advancement Team in the development and growth of contributed revenue and donor relations – both critical factors in the organization’s overall success and fiscal health.

The ideal candidate will be highly organized, detail-oriented, personable, and a self-starter, with a background in customer service, office management, event coordination, and sales/marketing. This role will involve working closely with the Director of Institutional Advancement to ensure smooth operations, effective outreach, and strategic development.

Full-time position.
Salary: $50,000 – $55,000

Key Responsibilities

Administrative Support

• Oversee all timely and effective administrative tasks, including data entry/updates; donor prospecting/fulfillment tracking; correspondence; record-keeping; and communication and events calendars.
• Coordinate meetings and event logistics.
• Update all marketing, education, and programmatic materials with donor recognition.
• Create and manage deadlines for a seasonal calendar including appeals, events, and other donor fulfillment.
• Proficient in basic design of sponsorship & event graphics including decks, e-invitations, pdfs and e-blasts

Fund Development

• Maintain a prospect list for potential corporate and foundation donors.
• Plan and coordinate meetings, lunches, and outings for GS leadership with prospective donors and partners.
• Assist in scheduling and organizing community events and other key fundraising activities.
• Support the Director of Institutional Advancement in the development and execution of fundraising strategies, including creating proposals, pitch decks, event invitations, etc.
• Conduct preliminary research on potential individual, corporate, and foundation prospects.

Events

• Aid with the development of major fundraising and cultivation events, including logistics and strategy.
• Assist in managing event schedules and coordinating vendor and sponsor communications.
• Prepare and maintain guest lists, invitations, seating charts, and reminders.
• Provide on-site support during events, including setup and day-of coordination.
• Actively participate in opening nights for all seasonal productions, alongside fellow staff members. 
• Attend specific performances throughout the season with key donors and sponsors in attendance. 

Communications

• Assist with preparing donor communications, such as donor appreciation materials and fundraising collateral. This includes drafting language, overseeing design, and managing deadlines.
• Maintain and organize donor and prospect data, ensuring up-to-date and accurate records.
• Collaborate with the marketing & advancement teams to create outreach materials, including digital and printed flyers, event tickets, and other promotional items.
• Track and input community events into systems for attendance and engagement.
• Compile and submit weekly advancement reports.

Qualifications

• Highly organized, self-motivated, and detail-oriented.
• Strong written and verbal communication skills.
• Collaborative team player with the ability to work across departments.
• Proficient in Microsoft Office (Word, Excel), Canva, Instagram and/or Photoshop
• Experience managing Google Drive, Calendar,  and other cloud-based tools.
• Excellent time management skills, with the ability to prioritize and adapt to changing tasks.
• Strong problem-solving abilities and a proactive mindset.
• Familiarity with event planning, donor management, and ticketing systems is a plus.
• Bachelor’s degree in Arts Administration, Nonprofit Management, Fundraising, Communications, Marketing, or Theatre preferred. 

Interested candidates should send a cover letter and resume to Katie Ellison, Director of Operations at kellison@gablestage.org.