Development Coordinator, Board Operations

Title: Development Coordinator, Board Operations 

Exemption Status: Non-exempt

Department: Development

Reports to: Associate Vice President of Campaign and Governance

Year-Round Full-time 

Year-Round Full-time employees of the Chicago Botanic Garden are eligible for the following Benefits:

• 2025 Chicago Botanic Garden Benefit Guide - Year-Round Full-time

Compensation Philosophy:

At the Chicago Botanic Garden, our compensation philosophy is rooted in our core values: Growth, Understanding, Resilience, and Trust through Transparency. We are committed to creating a workplace where everyone feels respected, valued, and appreciated.

Our objective is to create compensation and growth opportunities for our employees that are highly competitive, internally equitable and transparent. The foundation of our efforts is a straightforward approach that can be easily communicated by managers with defined pay ranges for all positions. When posting job openings, we share the minimum salary up to the budgeted amount.

The starting salary for new staff members is determined by considering the salary range assigned to the position and by reviewing the candidate’s qualifications for the job as compared with job responsibilities. Prior work experience should be considered in determining the salary offer, provided that it is relevant to the job. Additional factors such as secondary language proficiency or advanced degrees that enhance performance may also be considered. A candidate’s salary may exceed the minimum amount based on factors such as experience, additional skills (e.g., secondary language proficiency), or pertinent degrees that enhance the individual’s contribution to the role but are not required. Opportunities for increased compensation are provided through referral bonuses, shift differentials, Thank You Pay, promotions, and periodic pay increases based on the Garden's overall performance and financial budgets.

Our total compensation and benefits package is people centric. We prioritize employee wellness across three pillars: physical, mental, and financial. Our goal is to offer innovative total rewards that support continuous professional growth, personal development, and provide the flexibility needed to balance personal and professional commitments.

Position Overview:

We are seeking a dynamic and organized individual to join our team as a Development Coordinator, Board Operations. This role is crucial to ensuring seamless coordination and support for the Board of Directors, managing various projects connected to strategic fundraising efforts, and overseeing writing assignments related to the Garden's initiatives.

Responsibilities

In the Development Coordinator, Board Operations role you will be responsible for the following:  

Board Support

• Support the Associate Vice President of Campaign and Governance in delivering an exemplary and engaging experience for 70-plus active Board Directors and additional Life Directors in their tenure of service to the Garden.
• Coordinate and schedule both virtual and in-person Board meetings and orientations. 
• Partner with members of Special Events team and stakeholders across the Garden as needed to ensure all logistics are in place for in-person events including invitations, room reservations, catering, décor, preparation materials, and AV plan.
• Prepare meeting agendas, presentation decks, and other documents; distribute materials; facilitate Zoom and Teams meetings; take attendance; and take meeting minutes.
• Coordinate Board activities related to fundraising initiatives such as interviews, focus groups, workshops, and education sessions.
• Assist in the onboarding of new Board members and maintain accurate records.
• Provide “concierge-level” service to Board members, including the coordination of mailings and email communications throughout the year and phone-based support to answer questions or troubleshoot issues.
• Serve as the administrator of BoardEffect software to support Board and committee meetings, providing troubleshooting and training to Board Directors as needed.
• Connect Board Directors with resources across the Garden in support of a smooth Board experience.
• Support and provide direction for committee liaisons throughout the organization.
• Coordinate processes to periodically update and maintain governance documents such as bylaws, policies and procedures, Board bios, committee lists, etc. 
• Support Board engagement activities and events as needed.
• Maintain confidentiality around meeting materials.

Writing Projects

• Create well-researched and compelling content for newsletters, reports, presentations, thank you notes, and other written materials.
• Collaborate with subject matter experts to gather information for various projects.
• Edit and proofread documents to ensure accuracy, clarity, and adherence to organizational standards.
• Craft messaging that aligns with the Garden’s mission and values.

Project Management 

• Collaborate with different departments to initiate, plan, and execute various projects related to onboarding new directors, making committee assignments, keeping web pages up to date, annual Board directories, gift deliveries, Annual Fund mailings, etc.
• Develop and maintain project timelines, ensuring milestones are met.
• Monitor project budgets and resources, reporting on progress regularly.
• Identify potential risks and implement strategies to mitigate them.

Communication and Collaboration

• Serve as liaison between the Board and other departments within the organization.
• Partner with other members of the Development team to ensure history of engagement with Board Directors (including phone calls, emails, event attendance, and leadership roles) is accurately captured in RE NXT, the Garden’s Donor Management System.
• Foster effective communication channels to ensure information flow and project alignment.
• Work closely with stakeholders to gather requirements and feedback.

Other Duties

• Provide support to the Associate Vice President of Campaign and Governance.
• Draft briefings for President & CEO as needed.

Qualifications
 Our ideal candidate will have the following:

• Strong project management skills, with a track record of successfully managing and completing projects on time and within budget.
• Excellent written and verbal communication skills.
• Detail-oriented with strong organizational and multitasking abilities.
• Proficient in Microsoft Office Suite and project management tools.
• Bachelor’s degree in business administration, project management, communications, or a related field or comparable work experience.
• At least three years’ experience in providing support to executive-level leadership or boards or comparable experience.

Physical Demands: 

Office setting. Frequent sitting, standing, walking, bending, listening, speaking, and keyboarding. Use of office equipment including computers, telephones, copiers, scanners, and fax machines. Some requirements for lifting, pushing, or pulling items less than 30 pounds. 

Why Apply? 
 Come work in a setting that is like no other as you support our mission: We cultivate the power of plants to sustain and enrich life. Take the first step toward being one of the employees who make the Garden one of the treasures of the Forest Preserves of Cook County. Apply today. Please note that applicants who do not meet the required qualifications will not be considered.

We are an Equal Opportunity Employer and do not discriminate against any employee or applicant for employment because of race, color, sex, age, national origin, religion, sexual orientation, gender identity, status as a veteran, or basis of disability, or any other federal, state, or local protected class.

Disclaimer: The above statements are intended to describe the general nature and level of work being performed by people assigned to this classification. They are not intended to be an exhaustive list of all responsibilities and qualifications required of personnel so classified.

In accordance with Title IX of the Education Amendments Act of 1972, Chicago Botanic Garden does not discriminate on the basis of sex in its programs or activities, including in employment or admissions. Please call (847) 835-8264 to contact our Title IX coordinator should you have questions or concerns. Please do not call this number to inquire about job postings or the status of your application, or with solicitations from companies or third-party recruiters.