Coordinator, Donor Stewardship & Advancement

Feb 13

Anticipated Start Date: April, 2026

Description

The Coordinator, Donor Stewardship & Advancement carries out administrative and project management functions in support of the ASPCA’s Advancement relationship-based fundraising teams, including Corporate Partnerships, Foundation Partnerships, and Major Gifts. The individual in this role communicates with internal and external stakeholders on a regular basis to ensure the smooth functioning of all Advancement programs.

The Coordinator, Donor Stewardship & Advancement provides high-level administrative and project support to the Advancement team, including providing agendas, notes, and support for meetings and events; drafting donor reports and presentations; and overseeing internal business operations. The Coordinator must be extremely well-organized, flexible, solutions-focused, and resourceful with top-notch written and verbal communication skills. An exceptional level of professionalism and discretion is crucial for this role which engages with the ASPCA’s highest tier donors. The Coordinator is a key player in ensuring that the Advancement team has the leadership and guidance to successfully promulgate the ASPCA’s mission of making the world a better place for animals and the people who care about them.

The Development division is responsible for raising funds to fuel our lifesaving mission by engaging individuals and organizations to support our work. The Advancement team, within the Development division, cultivates, advances, and stewards major donor and foundation relationships. This is a hybrid position and will require occasional commuting to the 8th Ave ASPCA office. Ability and willingness to travel up to 10% annually, as needed. Able to work a flexible schedule when needed including days, evenings, weekends, and holidays

Responsibilities

Responsibility buckets are listed in general order of importance, and include but are not limited to:

Donor Stewardship & Events

Support donor stewardship efforts across the Advancement team, including:

Assisting with the coordination and administration of the Subaru Loves Pets grants program by organizing and creating impact reports for over 600+ shelter grantees; attend weekly status meetings with Subaru as needed; and support internal teams as directed
Supporting the content generation for donor reports and updates to program description sheets
Communicating with donors, prospects, and donor-advised fund representatives on occasion through phone calls and correspondence

Assist the Senior Directors of Events and Major Giving with donor events, including:

Developing elements required for successful implementation of the ASPCA’s annual Humane Awards Luncheon, including promotional materials, invitations, programs, digital materials, gift tracking, and donor acknowledgements
Managing logistics for small donor stewardship events, including venue research, invitation design, meeting facilitation, and internal stakeholder engagement
Following up on pledges from donors to ensure that they are fully received

Serve as point person on donor recognition requests, including:

Leading design and fulfillment requests for donor signs for facilities and vehicle wraps and maintain tracker organizing this information
Overseeing annual updates of the ASPCA’s lifetime giving donor wall and corporate partnership recognition where applicable
Creating physical donor recognition items, like photo albums, milestone plaques, etc.

Assist in achieving accurate financial records, including:

Supporting Vice President with management of Corporate Partnerships department financial records through accurate claiming of all of revenue for the department and ensuring alignment with budget
Tracking all workplace giving through monitoring of several giving portals, ongoing wire claims and check processing, and providing monthly projections to Vice President

Administrative Duties

Manage specific departmental administrative duties, including:

Serve as vendor point-person for operations, processing vendor set-up forms, payment requests, and invoices Schedule internal and external meetings on behalf of the Advancement team
Completing team travel logistics and itineraries Supporting Advancement team members with expense questions
Overseeing the Advancement team’s digital filing system, ensuring consistency
Reviewing admin functions and institute process improvements to simplify and streamline
Serving as the team’s in-office point person to manage office supplies, branded giveaways, mail, and in-person meeting set up
Serve as key administrative support to the SVP, Advancement, including: Preparing and submitting expense reports for the SVP
Providing management support of the SVP’s calendar and internal communications, fielding inquiries and representing the SVP’s input on occasion
Maintaining a deep knowledge of the SVP’s priorities and workflow and the Advancement team’s long-term and short-term goals
Maintaining the highest level of confidentiality while handling sensitive information and issues

Provide meeting and project management support, including:

Preparing agendas and prep assignments and distribute in time for effective meetings
Taking meeting notes and distributing within 48-hours – highlighting next steps and tracking progress; conducting document management
For in-person meetings, ordering meeting supplies, setting up room and audio-visual, coordinating with speakers, ordering refreshments, etc.
For hybrid meetings, ensuring seamless experience for both in-person and virtual attendees (e.g., microphones for in-room speakers; virtual comment monitoring)
Playing lead role in organizing Advancement team retreats
Creating and finetuning department presentations using Canva and PowerPoint
Supporting Airtable design and use as a project management tool across teams (e.g., portfolio trackers, naming opportunities)

Requirements

PowerPoint, Adobe products; familiarity with donor databases or CRMs like Salesforce a plus
Excellent written and oral communication skills; ability to artfully flex communication styles to audiences
Exceptional organizational skills; motivated by getting things done and done well
Strong attention to detail – does not let anything slip through the cracks
Friendly and good humored with keen ability to build rapport and authentic, trusting relationships across the organization; comfortable following up with senior leaders in support of SVP’s priorities
Proactively problem-solves and takes appropriate initiative to implement solutions
Flexible; can easily adapt to changes and help others do the same
Cultivates a climate in which diverse perspectives are solicited, encouraged, valued, and respected
Sets a high standard by exhibiting transparency, integrity, honesty, and strong ethical principles
Unafraid of hard conversations and approaches them openly, quickly, and kindly
Ability to communicate clearly in person, over the phone, and via email, which may involve speaking and listening for extended periods
Ability to exemplify ASPCA’s core values, behavioral competencies, and commitment to diversity, equity, and inclusion

Salary Range and Employee Benefits

Starting pay for the successful applicant will depend on a variety of factors, including but not limited to education, training, experience, business needs, internal equity, market demands or budgeted amount for the role.

The target hiring range is for new hire offers only, and compensation may increase beyond the maximum hiring range based on performance over time. The maximum of the hiring range is reserved for candidates with the highest qualifications and relevant experience.

The expected hiring range for this role is set forth below and may be modified in the future. The target hiring range for this role is $29.33 - $31.25 At the ASPCA, you don’t have to choose between your passion and making a living. Our comprehensive benefits package helps ensure you can live a rewarding life at work and at home.

Our benefits include, but are not limited to:

Affordable health coverage, including medical, employer-paid dental, and optional vision coverage. Flexible time off that includes vacation time, sick and bereavement time, paid parental leave, 10 company paid holidays, and paid personal time off that allows you even more flexibility to observe the days that mean the most to you. Competitive financial incentives and retirement savings including a 401(k) plan with generous employer contributions — we match dollar for dollar up to 4% and provide an additional 4% contribution toward your future each year. Robust professional development opportunities including classes, on-the-job training, coaching and mentorship with industry-leading peers, internal mobility, opportunities to support in the field, and so much more.

How to Apply for this Job

Apply Now

About the Organization

As the nation’s oldest and biggest animal welfare organization, the ASPCA’s mission is to provide effective means for the prevention of cruelty to animals.

WOC is not responsible for the content of job postings.