Title Development Events and Projects Coordinator
Organization ZACH Theatre
Closing Date
Location Austin, TX
Information

POSITION SUMMARY: A member of the six member development team for ZACH Theatre, the Development Events and Projects Coordinator provides administrative support while working closely with the Associate Director of Development and plays a key role in coordinating donor events to reach annual special events fundraising goals. Responsibilities include logistical execution and fundraising efforts around ZACH’s annual Red, Hot & Soul gala and advancement campaign in addition to annual donor cultivation and stewardship events; development and execution of events communications plans and marketing collateral; maintenance of donor relationships, benefit fulfillment, gift processing, prospect research, and planning around special
events and other assigned fundraising campaigns. This position works closely with board trustees, all internal departments and external vendors on planning and fundraising. Works flexible hours, including nights and weekends.

ESSENTIAL FUNCTIONS:
● Coordinate and execute donor cultivation, stewardship and elevated fundraising events. Serve as key liaison in event coordination between development team members, external vendors and internal departments.
● Develops and executes fundraising efforts including but not limited to sponsorships, table and ticket sales, and live, silent and special appeal auctions to meet fundraising goals for special events and other assigned projects.
● Implement stewardship of special events donor benefits across various channels including but not limited to print and digital recognition, concierge ticketing, and goods and services.
● Vendor management including solicitation, relations and contract coordination.
● Maintain all fund development functionality in Tessitura CRM database, including but not limited to constituent entry, list management, gift processing, pledge tracking, billing, invoicing, and acknowledgment of special events gifts, advancement campaign gifts and gifts associated with other assigned projects.
● In collaboration with the marketing department, develops and executes communication plans and marketing collateral for special events and other projects. Creates and maintains print and digital marketing collateral including but not limited to programs, invitations, website, graphics, advertisements, pledge forms, letters and emails.
● Coordinate preparations for Board, Executive Committee, and Advancement Campaign Committee meetings, including sending invitations and recording RSVPs, arranging catering, facilitating meeting presentation materials, and transcribing meeting minutes.
● Serve as a team member of the Development department, attending meetings and events and assuming duties shared by all department members.

CORE COMPETENCIES:
● Builds Collaborative Relationships
● Solves Problems Resourcefully
● Manages through processes and systems
● Deals with Change Effectively

OTHER ACCOUNTABILITIES:
● All work is performed with a direct reflection of the Mission, Vision, and Values of ZACH Theatre.
● Other duties as assigned by management.

PHYSICAL DEMANDS AND WORK ENVIRONMENT:
● Must be able to stand for long periods, listen and talk on the phone, perform work on a computer, interact with patrons and donors, and lift up to 20 pounds of materials.
● Frequent evening and weekend work.

EDUCATION, LICENSURE, CERTIFICATIONS AND EXPERIENCE:
● Bachelor’s degree and at least 1-2 years of nonprofit development and/or customer service experience is preferred.
● At least 2 years involved in event coordinating is preferred. Experience in event
coordinating and fundraising within a not-for-profit organization is preferred.
● Experience in developing event sponsorship packages and associated materials and
experience with auctions and/or raffles is preferred.
● Experience with donor interaction is preferred. Including working with committee
members, board members, donors and volunteers..
● Experience negotiating with and managing vendors in dynamic environments with
understanding of contracts as they pertain to events is preferred.
● Experience with special project or project management is preferred.
● Experience in working with theatre production staff a plus.
● Basic marketing and PR experience a plus.

KNOWLEDGE, SKILLS AND ABILITIES:
● Professional and personable demeanor with superior time management and attention to detail.
● Excellent verbal and written communication and customer service skills including donor solicitation and acknowledgement, ability to speak before groups and lead meetings, and ability to write copy for marketing collateral.
● Ability to manage deadlines and prioritize multiple projects and shifting priorities with demonstrated organizational skills and ability to continually develop and refine processes for maximum efficiency.
● Ability to work independently and collaboratively in a fast-paced team environment (within the development department, as well as other administrative and programmatic areas).
● Proficient in use of Microsoft Office Suite and Google Suite. Demonstrated thorough
understanding of donor relations/CRM software (ig. Tessitura, Raiser’s Edge, etc.).
Demonstrated thorough understanding of event management/auction software (ie. Greater Giving, Auction Source, etc.). Knowledge of Photoshop and InDesign a plus.

ORGANIZATIONAL RELATIONSHIPS:
● Reports to: Associate Director of Development
● Supervises (if any): Interns and volunteers as applicable
● Supports: Donors, Board of Trustees, Development Committee, Development Team
● Peer collaboration/communicates with: Marketing and Patron Services, Finance, Education, and Production staff

TO APPLY: Send resume and cover letter to jobs@zachtheatre.org

Website http://zachtheatre.org/