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Nashville Ballet

Development Coordinator

Nashville Ballet


Job Summary

The Development Coordinator is a key member of the Development team, responsible for donor communication, creation of request and acknowledgment letters, data entry, filing/record keeping, event coordination, and other administrative duties. Through coordinating data entry, donor correspondence, and donor events, this role is instrumental in maintaining donor relations for the Development department.

Job Responsibilities

Essential Functions and Responsibilities:


  • Serve first point of contact for donors calling Nashville Ballet, on the phone and via email, in a friendly and professional manner
  • Manage monthly Development mailings, including request letters, year-end solicitations, acknowledgment letters, personalized thank-you notes, invoices, and pledge reminders
  • Coordinate Development emails, including newsletters, solicitations, and information for special donor events
  • Perform detailed prospect research on current and potential donors, and provide Artistic Director and CEO, COO, and Director of Development giving history and research notes in advance of donor meetings
  • Coordinate the production and ordering of collateral materials (e.g. Annual Report, Development Brochure, Nashville Ballet branded materials)
  • Serve as the main point of contact for Friends of Nashville Ballet – a group of dedicated volunteers.


  • Support Events Manager and Development Team with coordination of large events (including but not limited to Nashville’s Nutcracker Tea and Ballet Ball).
  • Coordinate donor cultivation events, such as rehearsal viewings, cocktail hours, special presentations, etc. This includes creating invitations, preparing communications, managing RSVP lists, and preparing the space, decorations, and food/beverage.
  • Assist with preparing event budgets and provide periodic progress reports to volunteers and directors
  • Manage the scheduling of events on the company calendar


  • Enter gifts, pledges, pledge payments, and in-kind gifts into donor software within the established timeline
  • Maintain updated research notes on donors in the database
  • Effectively carry out a system for timely and IRS-compatible acknowledgment of gifts and pledges
  • Route daily cash receipt and pledge receipt reports to the finance department
  • Maintain organized system of physical files of paperwork for individual donors, grantmakers, and corporate partners.


  • Assist with administrative, office management, and other tasks as required.
  • Operate with a virtual 100% accuracy and data-entry integrity
  • Possess desire and ability to self-check work
  • Regularly demonstrate sound judgment and discretion with confidential information
  • Keep all documentation organized to be easily accessible by all users
  • Represent Nashville Ballet at performances, School events, community events, and local business organizations as needed
  • Possess a desire to develop a foundational understanding of Development and an appreciation for the importance of donor relations
  • All other duties deemed necessary by management


Work Requirements and Qualifications:

Education: Bachelor’s degree or equivalent experience

Knowledge, Skills, and Abilities:

  • Effective project management skills, including setting and meeting deadlines
  • Ability to make decisions and creatively solve problems
  • Ability to manage multiple tasks simultaneously
  • Attention to detail
  • Aptitude with Microsoft Word, PowerPoint, Excel, and databases, preferably Tessitura
  • Demonstrated commitment to the mission of the organization 


  • 1+ years of development experience preferred
  • Experience working with major databases and confidential information preferred
  • Experience in a nonprofit or arts setting preferred

Requirements: Ability to work some evenings and weekends for events and performances

Additional Information


Benefits can be discussed during the interview and given during the offer.

How to Apply

Please send your cover letter and resume to careers@nashvilleballet.com with “Development Coordinator” in the subject line. No phone calls, please.


  • Date Posted: May 16, 2024
  • Type: Full-Time
  • Job Function: Fundraising / Revenue Development
  • Service Area: Arts / Culture
  • Start Date: 05/15/2024
  • Working Hours: 40 hrs/wk; M-F, 9am - 5pm; some weekend hours may be requested depending on upcoming events