Board and Donor Relations Coordinator

Department: Development

Job Title: Board and Donor Relations Coordinator

Reports to: Director of Donor Relations

Full-time: Hybrid in office 3 days a week Hours: M-F 9-5

GENERAL DESCRIPTION

The Board and Donor Relations Coordinator is responsible for supporting the Harris Theater’s Board of Trustees, managing board relations, and contributing to the growth of donor engagement. This is a key role for someone passionate about development and board management, seeking to grow in the fields of nonprofit fundraising and arts administration. The position requires a combination of strong organizational skills, relationship management, and strategic thinking while collaborating across teams and with external stakeholders. This is an excellent opportunity for individuals looking to advance their careers in nonprofit management, development, or board relations in a dynamic and mission-driven environment.

DUTIES AND RESPONSIBILITIES

Board Relations:

• Primary Board Liaison: Serve as the main point of contact for the Board of Trustees, providing outstanding service and personalized support to board members.

• Meeting Coordination: Schedule and organize full board and committee meetings in collaboration with the Board Chairman, committee chairs, and senior leadership. Prepare agendas, reports, and presentations for distribution.

• Meeting Support: Ensure smooth execution of in-person board meetings (2 per year), working with Harris Theater Operations and external vendors for catering, room setup, and AV needs for meetings of 30 attendees.

• Committee Support: Schedule all Board Committee meetings, manage minutes, and provide administrative support.

• Recordkeeping: Maintain and update records for current and prospective Trustees, including contact information, meeting files, and committee rosters.

• Board Correspondence: Collaborate with the Board Chair and CEO to draft personalized thank-you letters and emails for major donors, reinforcing key relationships.

• Tracking and Compliance: Assist with the tracking of board dues, conflict of interest forms, and other governance-related documentation.

• Ticketing: Assist with all board-related VIP ticket requests.

Donor Relations:

• Donor Communications: Write solicitation letters, donor profiles, and create tailored cases for support for major donors and prospects, ensuring alignment with overall fundraising strategy.

• Wealth Data Utilization: Leverage wealth screening data to develop and refine strategies for engaging major donors.

• Moves Management: Partner with the Director of Donor Relations on moves management strategies to strengthen relationships with key prospects.

• Impact Reporting: Prepare regular reports on fundraising efforts, tracking progress against revenue goals and providing insights into donor engagement.

• Holiday Appeals: Assist with list management and signing of all seasonal giving printed materials. 

• Donor Stewardship: Craft personalized acknowledgment letters for donors contributing $500 or more, ensuring timely and meaningful recognition.

Department Support and Special Projects:

• Event Support: Provide onsite support at performances and special events, representing the Theater and ensuring VIP guests and donors have an excellent experience.

• VIP Invitations: Assist in drafting VIP invitations, manage RSVPs, and prepare guest lists for events.

• Mentorship: Supervise and mentor Development department interns, fostering their professional growth and ensuring productive contributions to the team.

• Collaboration: Work closely with colleagues across departments to support theater initiatives, from marketing to donor stewardship.

ABOUT THE HARRIS THEATER

The Harris Theater is Chicago’s home for music and dance, committed to serving both emerging and established artists and promoting access to the performing arts. We provide a platform for local, national, and international talent, enriching the cultural fabric of Chicago. The Board and Donor Relations Coordinator plays a critical role in advancing this mission by stewarding key relationships with board members and donors, contributing to the theater's growth and sustainability.

EXPECTATIONS AND EXPERIENCE

As a member of the Harris team, the Board and Donor Relations Coordinator is expected to:

• Uphold the Harris Theater’s mission to be a home for music and dance, and embody organizational core values of artistic integrity, collaboration, belonging, and respect

• Be onsite for or attend performances/events as required for your role

• Participate in organizational and regular team meetings, share ideas, and communicate openly with peers and supervisor about questions, challenges, and successes

• Maintain professional conduct and represent the Theater positively in all interactions with artists, renters, partner organizations, donors, vendors, volunteers, and patrons.

The ideal candidate will have:

• Experience or demonstrated interest in: arts administration, fundraising, customer service, philanthropy

• Strong communication and organizational skills and a willingness to collaborate with colleagues

• The ability to prioritize, manage multiple projects simultaneously, and maintain focus in a fast-paced environment

• Experience with Microsoft Office suite and familiarity with Tessitura or other CRM software is helpful

SALARY RANGE AND INSTRUCTIONS TO APPLY

The salary range/hourly rate for this position is $45,000-50,000 per year plus benefits package. Please submit a cover letter and resume to jobs@harristheaterchicago.org. No phone calls please.

The Harris Theater is an equal opportunity employer that is committed to diversity and inclusion in the workplace. We prohibit discrimination and harassment of any kind based on race, color, sex, religion, sexual orientation, veteran, national origin, or disability status or any protected characteristic as outlined by federal, state, and local laws.