Advancement Team Coordinator

Andrew Jackson Foundation

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Job Summary

Provide administrative support to the SVP for Advancement and Advancement team. Support includes execution of group, corporate and event rental sales; fundraising events; monthly reports; etc. Ensure contracts, payments and deliverables are achieved for excellence in guest experience. Maintains Advancement activities on sitewide calendars.

Job Responsibilities

Advancement Team Support

• Support execution of printing services for donor solicitations, renewal materials and marketing collateral
• Through matrix accountability, support the entire Advancement team to process payments with vendors
• Create Purchase Orders
• Assist with monthly credit card reporting for each team member
• Support site-wide events as need, including the 7th President 7k, Sip of History and other specialty programming
• Manage data in Tessitura where appropriate

Group Sales Support

• Respond to requests for information from hotels, group leaders and tour operators; maintain constant relationships with hotel personnel including front desk, sales directors and concierge agents
• Funnel requests to appropriate leads, i.e. group sales, event sales or education departments
• Act as liaison between Education and Group Sales departments to ensure appropriate guest experience is fulfilled
• Coordinate with Guest Services, Ticket Office and Interpretation to ensure staff is informed and groups have a positive experience
• Assist with all group invoices and secure payments in advance of scheduled tours, as needed
• Assist onsite with VIP tours for tourism industry, managing groups during tours and greeting groups on their arrival

Event Sales Support

• Respond to requests related to event rentals
• Prepare client proposals and contracts
• Complete event forms and diagrams needed for events
• Coordinate with Site Operations to ensure successful execution of all events
• Execute follow up with rentals clients, including thank you letters, invoices and deposit returns
• Coordinate on-call event managers to support onsite needs in coordination with SVP for Advancement
• Lead site visits as needed
• Support event execution by attending and acting as staff liaison for onsite special events as needed

Fundraising Support

• Support the execution of Spring Outing, Hermitage Gala and membership and donor events.
• Support creation of materials, such as invitations, programs and signage in coordination with the VP of Marketing & Communications
• Coordinate event vendors in consultation with committees and SVP for Advancement
• Coordinate run of show for all events

Marketing Support

• Administrative duties as assigned including but not limited to photography
• Scheduling pre-approved social media posts and assisting with daily monitoring of all social channels

Qualifications

Bachelor’s degree required or equivalent educational experience

• A minimum of two years of professional event experience
• Experience working in Tessitura or other donor data base/CRM software is preferred.
• Excellent communication skills, both written and oral.
• Strong organizational and time management skills with exceptional attention to detail.
• Ability to work both independently without close oversight, but also a team player who will productively engage with others at varying levels of seniority within and outside of the Foundation.
• Flexibility to work varied hours, including some evenings and weekends, as well as being a team player who keeps the mission of the Foundation at the forefront
• Excellent computer skills.

Additional Information

Benefits

How to Apply

Send resume and cover letter to Jobs@thehermitage.com

Details

• Date Posted: March 9, 2023
• Type: Full-Time
• Job Function: Administrative
• Service Area: Arts / Culture
• Working Hours: 40 hours/wk, Some weekends