Chautauqua Institution

  • FOUNDATION: Stewardship & Events Coordinator (Year Round)

    Job Locations US-NY-Chautauqua
    Posted Date 1 month ago(2/14/2019 2:00 PM)
    # of Openings
    Chautauqua Foundation
  • Overview

    The Stewardship & Events Coordinator will assist with the execution of an extraordinary program of outreach to build stronger donor relations, acknowledgement and recognition processes for the Chautauqua Foundation.  This incumbent will report to the Director of Stewardship & Donor Relations to participate as an integral member of the fundraising team and complement the work of all fundraisers.  The Stewardship & Events Coordinator will collaborate with development staff to lead or assist in the planning and execution of the administrative and logistical aspects of all philanthropic events. Events include, but are not limited to, recognition and cultivation events. This position also assists with the execution of the acknowledgement process for gifts made to Chautauqua Institution.


    • Use advanced writing skills to efficiently and accurately draft professional letters to donors in recognition of gift acknowledgement. Revise templates annually to avoid repetition and maintain current information.
    • Implement and manage processes/procedures for pledge reminders to donors and notification to individuals/families of honorary and memorials gifts to Chautauqua Institution.
    • Assist with reporting on the performance of endowment funds and other restricted annual gifts.
    • Document, plan, implement, coordinate logistics and execute donor-related events.  Responsible for full cycle event details, including but not limited to:  designing and sending event invitations, tracking event responses and coordinating event staging (such as venue reservation/set up, programming/participants, catering, décor/floral and technical requirements). 
    • Develop and implement a strategy for appropriate post-event follow up and solicitation of feedback.
    • Maintain an expert working knowledge of fundraising software and relationship management solution (Raiser’s Edge) to track and record activities.
    • Attend appropriate stewardship and recognition events to assist in management of activities, welcoming guests and gathering of feedback.
    • Assist with naming opportunities, including facilities and named endowed funds. Work with Grounds Crew and vendors to ensure timely and accurate creation and placement of donor recognition signs.
    • Preserve confidential information.
    • Maintain current knowledge of stewardship and non-profit trends and best practices, seeking out opportunities for professional development that will enhance job performance, including building networks with colleagues at peer institutions.
    • Support other stewardship projects as assigned by the Director of Stewardship and Donor Relations.


    Formal Education Requirement

    • Minimum Associate’s Degree in Communication, Public Relations, Marketing or closely related field is required. Candidates with equivalent combination of education/work experience will also be considered.

    Formal Experience Requirements

    • Minimum 2-years prior experience in professional event administration in a client facing role required.  Strong preference given to candidates with proven sales experience (for profit) or fundraising experience (non-profit) in addition to professional event administration.

    Skills and Abilities

    • Excellent interpersonal and professional communication skills (written/verbal) to interact with internal management and staff at all levels, as well as patrons and donors.
    • Working knowledge of event planning ‘best practices’/logistics and terminology to communicate effectively with vendors.  Exceptional attention to detail coupled with ability to make quick decisions, take initiative and prioritize multiple tasks in a fast paced, high demand environment. 
    • Proficiency in various computer applications, including Microsoft Suite, SharePoint/One Drive and Fundraising/Client Management Software (e.g. Raiser’s Edge).

    Working Conditions and Environmental Hazards

    • Normal levels of office noise from conversation, computers and systems. Risk of eye strain due to heavy computer usage. Employee should seek to change visual focus every twenty minutes to alleviate potential discomfort. 

    Physical Requirements

    • Primarily light work with approximately 85% of work performed sitting at a desk and using substantial/repetitive motion of fingers, wrists and hands (including grasping).   
    • Exerting up to 10 pounds of force occasionally and/or negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects, including the human body.
    • Stooping, kneeling, crouching, reaching and when organizing office, filing paperwork and managing daily administrative tasks using resources at floor/desk/overhead levels.
    • Standing, walking, pushing, pulling and lifting to travel to work events and assist with transportation of materials and/or event set up.
    • Visual acuity to perform an activity such as: preparing and analyzing data and figures; transcribing; viewing a computer terminal and extensive reading.
    • Talking by expressing ideas and conveying instructions as well as hearing to perceive sound with or without corrections.  Ability to receive detailed information through oral communication.



    • Executive, Senior and Management Teams at Chautauqua Institution
    • Board of Trustees of Chautauqua Institution
    • Board of Directors of Chautauqua Foundation


    • Donors and Prospective Donors
    • Chautauqua and Western New York Communities
    • Guests and Visitors to Chautauqua Institution
    • Vendors and Suppliers

    Hours of Work

    • The work schedule requires a commitment of 35-hours/week with flexibility to work evenings, weekends and holidays as required and a willingness to flex up in scheduled work hours (based on business need) – particularly during summer seasonal operations.


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