Philanthropy and Campaign Coordinator

Company: Another Source ( Learn More )

General Information
2 Year Degree
At least 5 year(s)
Not Specified
Job Description

Another Source’s client, the Seattle Aquarium, is recruiting a philanthropy and campaign coordinator to join their team.

Here's a little about the Seattle Aquarium and the position they are seeking to fill:

Organizational history:

The Seattle Aquarium is one of Washington state’s leading environmental education and stewardship institutions and the region’s green gathering place for discussion and dissemination of information about the ocean and marine conservation. Accredited by the Association of Zoos and Aquariums (AZA), it’s the eighth-largest aquarium in the U.S. by attendance and among the top five paid visitor attractions in the Puget Sound region. Since its opening in 1977, the Aquarium has hosted more than 25 million visitors and provided marine conservation education to nearly two million school children.

The Seattle Aquarium is owned by the City of Seattle and was operated by the City’s Department of Parks and Recreation until 2010, when the nonprofit Seattle Aquarium Society assumed its management—a model used by most leading zoos and aquariums. The facility expanded by 18,000 square feet in 2007 with new exhibits including the impressive, 120,000-gallon Window on Washington Waters, a new gift shop and café, as well as meeting and event facilities that have grown more successful with each passing year—providing a major source of revenue and exposure for the organization’s mission.

The Seattle Aquarium has a realistic plan for phased growth based on record-setting attendance, membership and fundraising growth, an energized board of directors and increasingly professional management. The organization has developed a master plan to substantially increase in physical size and impact by opening a new exhibit building, the Ocean Pavilion. As Seattle continues to redefine its relationship with the waterfront by replacing the viaduct with an underground tunnel, the Seattle Aquarium will become the focal point of a new 20-acre park along the waterfront.

Position overview:

The philanthropy and campaign coordinator is the administrative support position for the director of philanthropy, all campaign activities and the department as a whole. This administrative role helps to advance the Seattle Aquarium’s mission of Inspiring Conservation of Our Marine Environment by providing timely, proactive, consistent support through a range of basic to complex administrative duties in a fast-paced environment. Knowledge of nonprofit organizations and a proven track record in a high-paced, detail-oriented support role handling confidential material are essential.

Essential duties:

Support to director of philanthropy (approximately 70%)

  • Responsible to support the director with regard to principal fundraising and board work, including calendar management, coordination and donor visit coordination.
  • Assists in management of the director’s email and a robust and highly dynamic calendar of appointments, plus meeting scheduling, agenda creation, file organization and expense management.
  • Prepares director for meetings including summarizing issues for discussion, agenda items to be presented, and status of action items; requesting reports and preparing briefing materials.
  • Maintains director’s donor data, including entering data into the Raiser’s Edge donor database, tracking action items, and monitoring database dashboard for next steps.
  • Composes internal communication updates and correspondence as requested within the scope of the position.
  • Takes meeting notes and tracks action items ensuring project advancement and completion.
  • Researches, tracks, prioritizes and follows up on incoming requests.
  • Prepares monthly philanthropy team update for CEO report to the board.
  • Produces daily acknowledgement letters and monthly thank you letters signed by board members.
  • Coordinates a variety of meetings: responsible for scheduling, room setup, preparing materials, creating PowerPoint presentations, logistics (including meeting technology) and hospitality.
  • Proofreads everyday communications as needed; as appropriate, drafts email correspondence.
  • Maintains discussion and yearly evaluation schedule for director with team members.
  • Team support (approximately 30%)

  • Creates and updates internal staff website (Aquanet) with philanthropy postings.
  • Provides general office support including making copies and ordering materials.
  • Proofreads documents and lists for accuracy and spelling.
  • Upkeep of department calendar and team action items.
  • Prepares and mails thank you notes and other basic mailings; general label, letter and nametag printing.
  • Completes administrative tasks for corporate sponsorship program.
  • Assists associate directors of philanthropy with agenda creation, internal meeting notes and administrative requests as possible.
  • Provides administrative support at events.
  • Additional responsibilities:

  • Campaign responsibilities include providing administrative support in calendaring meetings, mailings, maintaining campaign prospect lists, updating campaign materials, taking notes and assisting in the planning and execution of small home events.
  • Contributes to the effort to build a culture of philanthropy throughout the organization through excellent customer service.
  • Other duties as assigned.

  • Job Requirements

    Knowledge, skills and experience:
    • Minimum five years administrative experience supporting a director and team required, ideally in a nonprofit organization. Experience with donor relations or supporting a philanthropy team in a nonprofit setting preferred.
    • Demonstrated ability and willingness to work with staff at all levels including the executive team, board and board donors in one-on-one as well as small and large group settings.
    • Customer service- and solutions-oriented; committed to helping to ensure the department runs efficiently and effectively.
    • Demonstrated ability to handle multiple projects and incoming requests from the team; experience taking initiative and using independent judgment in non-routine matters.
    • A positive and can-do attitude, ready to roll up one’s sleeves at a moment’s notice.
    • Excellent time management with ability to prioritize and work with a high level of accuracy within a fast-paced environment.
    • Ability to track long-term strategies/projects.
    • Exceptional attention to detail, highly organized and proactive in order to anticipate director and department needs.
    • Collaborative with internal and external customers.
    • Ability to assist the philanthropy team to ensure deadlines are successfully met.
    • Ability to handle work of a confidential and/or complex nature with discretion.
    • Strong communication skills: oral, written, as well as strong interpersonal communication skills in order to work effectively with high-level donors and stakeholders.
    • Excellent Microsoft Office (Excel, PowerPoint, Outlook and Word) experience required. Experience working with donor databases such as Raiser’s Edge preferred.
    • Experience setting up and working with meeting technology such as presentation software such as PowerPoint, projectors and laptops preferred.


    • Associate degree or combination of equivalent education and experience in an office environment. BA preferred.


    Full-time staff are eligible for the Seattle Aquarium’s comprehensive benefits package which includes medical, vision, dental (subsidized dependent coverage also available), HRA, FSA, life insurance, short- and long-term disability, access to a subsidized ORCA pass and generous paid time off.

    How to apply: 

    The Seattle Aquarium is a progressive, equal opportunity employer that values a diverse workforce. Please include résumé. Application review will begin immediately. All candidates are encouraged to apply.

    Posting expires: 12-28-2017

    Note: Must pass a background check upon job offer.

    Another Source works with its clients, on a retained project basis, to maximize the recruiting process.