Coordinator, Advancement
25 days ago
Dallas
Job Description The Dallas Arboretum and Botanical Garden is seeking an Advancement Coordinator to provide high-level administrative and project support to the Chief Advancement Officer and the Advancement Division. This role helps ensure the smooth operation of fundraising, marketing, and membership initiatives through exceptional organization, communication, and attention to detail. The ideal candidate thrives in a dynamic environment, enjoys working collaboratively, and takes pride in supporting meaningful work that strengthens the Arboretum’s mission of excellence, engagement, environment, and experience. This position reports to the Chief Advancement Officer, and supports the Advancement Division — encompassing Development, Marketing & Guest Experience, and Sales, Special Events & Membership. Join the Advancement team and help grow the garden’s impact every day. JOB SUMMARY: The Advancement Coordinator provides high-level administrative, operational, and project support to the Chief Advancement Officer (CAO) and the Advancement Division of the Dallas Arboretum and Botanical Garden. This role ensures the smooth and efficient execution of Advancement priorities by managing calendars, communications, donor correspondence, budgeting, reporting, and division-wide coordination. A key member of the Advancement team, the Coordinator supports the CAO in driving collaboration across departments and strengthening the Arboretum’s culture of philanthropy—helping to advance the garden’s mission through excellence, engagement, environment, and experience. ESSENTIAL DUTIES AND RESPONSIBILITIES INCLUDE BUT ARE NOT LIMITED TO: Executive Support to the Chief Advancement Officer • Manage the CAO’s calendar, scheduling meetings with board members, donors, volunteers, and internal staff., • Prepare briefing materials, presentations, and background documents for donor visits, internal meetings, and board committees., • Draft, proof, and distribute correspondence and reports on behalf of the CAO., • Maintain organized digital and physical files for confidential and sensitive materials., • Coordinate travel arrangements, process expense reports, and track departmental reimbursements., • Serve as the central liaison among Development, Marketing & Guest Experience, and Sales, Special Events & Membership teams to ensure alignment on shared goals, timelines, and priorities., • Assist in preparing and tracking the Advancement budget, including invoice processing, purchase orders, and monthly reconciliations., • Maintain shared Advancement calendars, internal dashboards, and key performance tracking tools., • Support database integrity by entering and updating donor information in Raiser’s Edge NXT, running queries, and generating lists for mailings, acknowledgments, and events., • Provide administrative support for donor stewardship, including recognition lists, acknowledgment letters, and gift reporting., • Provide administrative and logistical support to Advancement-related board committees, such as Development, Marketing, and Campaign Steering Committees., • Schedule meetings, prepare and distribute agendas and materials, record minutes, and track follow-up items., • Support logistics for cultivation and stewardship events, donor receptions, and campaign activities in coordination with internal teams., • Track invitations, RSVPs, and attendance for donor and committee events., • Assist in producing event materials, name tags, and signage, ensuring consistent brand presentation., • Serve as the first point of contact for Advancement-related inquiries and correspondence to the CAO’s office., • Assist in the production of Advancement materials, presentations, and internal reports., • Support consistent internal communication by preparing weekly updates, talking points, and meeting summaries. Education and Experience • Bachelor’s degree required, preferably in nonprofit management, business administration, or communications., • Minimum of three years of administrative or project coordination experience, preferably in a nonprofit, higher education, or cultural institution., • Exceptional organizational and project management skills with the ability to handle multiple priorities and deadlines., • Strong written and verbal communication skills with demonstrated editing and proofreading ability., • Professional discretion and judgment in handling confidential and sensitive information., • High level of initiative, reliability, and attention to detail., • Positive, collaborative approach with a customer-service mindset., • Full-time, exempt position with occasional evenings and weekends required for donor and public events., • Hybrid scheduling may be considered based on organizational policy and event needs., • Ability to pass all pre-employment testing, including a criminal background check and drug screening To help you stay energized, engaged, and inspired, we offer a wide range of benefits including comprehensive healthcare, a 401K, and Paid Time Off (PTO). The mission of the Dallas Arboretum and Botanical Garden is to be a garden for all that enriches lives through beauty, learning, and connection. We are a world-class sanctuary where people and plants flourish in the natural environment. The Dallas Arboretum is proud to be an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, age, color, ancestry, national origin, place of birth, religion, sex, sexual orientation, gender identity and expression, military or veteran status, genetic characteristics or disability unrelated to job performance.