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September poem 2

Executive & Donor Relations Coordinator

Advancing Wave Hill's mission through administrative and donor relations support

The Executive & Donor Relations Coordinator is a central member of Wave Hill’s Philanthropy & Engagement Department, providing high-level administrative and donor relations support. This role directly supports the President & Executive Director, Chief Philanthropy and Engagement Officer, and Associate Director of Philanthropy, and assists with donor relations and Board engagement. With strong judgment, discretion, and attention to detail, this individual will help advance Wave Hill’s mission by ensuring the seamless execution of internal and external priorities. The ideal candidate is collaborative, proactive, and thrives in a dynamic, mission-driven environment.

How to Apply

Send a resume and cover letter in a single PDF document to careers@wavehill.org. Please state Executive & Donor Relations Coordinator in the subject line. 

Applications will be reviewed on a rolling basis until the position is filled, and only those receiving an interview will be contacted. 

Key Responsibilities:

Executive & Administrative Support

  • Manage the Executive Director’s calendar, including scheduling meetings, prioritizing requests, and coordinating logistics.
  • Prepare and organize meeting materials, briefings, and travel arrangements.
  • Draft, proofread, and format correspondence, reports, presentations, and proposals.
  • Conduct regular financial audits to ensure accuracy. 

Board & Committee Coordination

  • Serve as the primary staff liaison to the Board of Directors.
  • Coordinate all aspects of Board and committee meetings: scheduling, agenda development, catering, A/V setup, material preparation, and record-keeping.
  • Maintain current Board and committee member information, including contact lists, service terms, demographic details, and participation tracking.
  • Partner with the CPO to track Board giving and engagement and support related stewardship efforts.

Donor Relations 

  • Support stewardship of donors and members through the creation of personalized correspondence, briefing memos, proposals, and impact reports.
  • Process donations and memberships and generate timely acknowledgment letters and renewal materials.
  • Prepare donor and membership correspondence including solicitations, renewals and reports.
  • Generate revenue and tracking lists and reports to support philanthropic operations and goals.
  • Coordinate donor meetings and cultivation events, including scheduling, prep materials, logistics, and follow-up.
  • Prepare donor profiles, briefing reports and meeting materials for the Executive Director, Chief Philanthropy and Engagement Officer, and other staff in advance of donor and partner meetings.
  • Oversee and conduct prospect research and screenings.

Events 

  • Oversee logistics for member and donor-related events.   
  • Oversee event gift entry, acknowledgment and pledges, and ensure accuracy and timeliness. 

Departmental & Project Support

  • Provide general administrative support to the Chief Philanthropy and Engagement Officer and broader Philanthropy & Engagement team.
  • Contribute to department-wide initiatives and special projects aligned with Wave Hill’s strategic priorities.
  • Serve as backup support to other philanthropy team members as needed.
  • Monitor and track departmental expenses, prepare budget reports, and process invoices. 

Qualifications:

  • Bachelor’s degree or equivalent combination of education and experience.
  • 2–5 years of relevant experience in executive support, fundraising, donor relations, or nonprofit operations.
  • Strong written and verbal communication skills; ability to represent leadership and the organization with professionalism, discretion, and excellent judgment.
  • Demonstrated organizational and project management skills; ability to multi-task, prioritize responsibilities, and work effectively under pressure in a fast-paced environment.
  • Proven ability to handle confidential and sensitive information with the highest level of integrity and discretion.
  • Proficiency with Microsoft Office and donor databases (e.g., Raiser’s Edge or similar).
  • Commitment to Wave Hill’s mission of environmental education, cultural enrichment, and community engagement—particularly in underserved communities.

Schedule and Salary:

  • Full-time, non-exempt position, annual salary is $60,000. 

  • Monday – Friday with the flexibility to work evenings and weekends when needed.

     The hiring salary or salary range is dependent on the scope of work and responsibilities of the position. Salaries offered to candidates are based on numerous factors, including, but not limited to, the candidate’s experience, skills, training and certifications, education, and other factors in addition to the scope of responsibilities of the specific position.  

Benefits:

Medical, Dental, and Vision insurance, Life insurance, 401K and pension, paid time-off, and hybrid remote work programs.

Wave Hill is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, disability, age, sexual orientation, gender identity, national origin, veteran status, or genetic information. Wave Hill is committed to providing access, equal opportunity, and reasonable accommodation for individuals with disabilities in employment, programs, and activities. To request reasonable accommodation, contact humanreources@wavehill.org.