Database and Events Coordinator

Position Summary

The Database and Events Coordinator will play a key role in supporting the Foundation’s fundraising, donor relations, and event management efforts. This position is responsible for assisting with the transition to a new database (Raiser’s Edge), maintaining and optimizing the Foundation’s donor database, ensuring the accuracy of donor records, managing event logistics, and providing essential administrative support for development activities. The ideal candidate will have a keen eye for detail, strong organizational skills, and experience in both database management and event coordination.

Key Responsibilities

Database Management: 

• Maintain and update the Foundation’s donor database, ensuring the accuracy and integrity of all records
• Process and acknowledge donations, pledges, and gifts in a timely manner
• Generate reports and queries to support fundraising efforts, donor segmentation, and event planning
• Develop and implement best practices for data entry, record keeping, and data security
• Work closely with the Development Manager and Executive Director to identify opportunities for database enhancements and improvements

Event Coordination: 

• Coordinate logistics for the Foundation’s events, including fundraising gala, annual literary festival, Guild Nights, other special events
• Assist in the planning and execution of in-person events, ensuring a seamless experience for attendees
• Manage event RSVPs, registration lists, and guest communications
• Support the creation of event materials, including invitations, programs, and post-event follow-ups

Donor Relations: 

• Assist with donor stewardship activities, including the preparation of donor acknowledgment letters and personalized communications
• Maintain accurate records of donor interactions, ensuring that donor preferences and interests are captured in the database
• Support the team in researching prospective donors and preparing donor profiles

Administrative Support: 

• Provide general administrative support to the Executive Director as needed, including scheduling meetings
• Attend meetings as needed and draft notes
• Assist with special projects and other duties as assigned

Qualifications

• Bachelor’s degree or equivalent experience
• 2 years of experience in database management, event coordination, or fundraising support, preferably in a nonprofit setting
• Proficiency in Raiser’s Edge and Microsoft Office Suite
• Strong organizational and project management skills, with the ability to manage multiple priorities and meet deadlines
• Excellent written and verbal communication skills
• Detail-oriented with a commitment to accuracy and data integrity
• Ability to work both independently and as part of a team
• Flexibility to work occasional evenings and weekends for events

Preferred Qualifications

• Knowledge of donor cultivation and stewardship best practices
• Familiarity with the literary community and a passion for supporting authors

This position is partially remote, with in-person attendance required for events and as needed.