Year-Round Coordinator To Chief Advancement Officer

This is a Full Time Job

POSITION OVERVIEW

We are looking for a coordinator to provide full administrative support to the Chief Advancement Officer, managing a complex schedule including all incoming requests and opportunities. This position will also collaborate with Advancement team members to support the ongoing efficiency of the department. The ideal candidate will be a detail oriented, organized individual with prior experience in administrative support, and an interest in working for a mission driven nonprofit.

This position works full time out of our Los Angeles office and will be required to work extended hours, including evenings and weekends, at key points throughout the year. The Coordinator to Chief Advancement Officer may also be required to travel during Festivals, Labs, and other Institute events to work onsite and accompany the Chief Advancement Officer as needed. Candidates must be able to lift and carry under ten pounds and see well enough to read reports and view video display terminals.

Top priorities for this position include, but aren't limited to:

Chief Advancement Officer Support
• Assist the CAO with a full range of administrative duties including managing phone calls, e-mails, drafting and writing correspondences, among others.
• Schedule and maintain a comprehensive calendar for the CAO, prepare required materials for meetings in advance, confirm all meetings and other tasks as needed.
• Support the CAO in all aspects of the Institute's major Capital Campaign. This may include scheduling meetings, preparing materials, recording minutes from Co-Chair meetings, facilitating follow-up activities, and tracking payment and solicitation timelines.
• Maintain contacts database and CAO's office files.
• Field and screen all phone calls and roll calls for CAO.
• Keep CAO on task with meetings to ensure schedules and itineraries are met.
• Book travel and prepare detailed itineraries for the CAO.
• Provide admin support to maintain the Advancement office budget and expenses, regularly submitting expense reports and reimbursement requests on behalf of the CAO.
• Liaise between the CAO, internal staff and external stakeholders, managing the flow of information and requests.
• Accompany the CAO to the Sundance Film Festival, as well as Labs and board retreats as needed.
• During the Festival, assist CAO on a daily basis, administratively and otherwise, including managing daily calendar, onsite meetings, event preparation, donor cultivation and stewardship opportunities, and so on.
• Draft and send written correspondence and coordinate gifts, thank-yous, and other follow-ups on behalf of the CAO.

Advancement Office Support
• Coordinate departmental tasks as assigned, such as scheduling department meetings, creating agendas, processing department expenses, and setting up technologies.
• Maintain a department-wide planning calendar including Advancement activities, communications outreach efforts, and Institute-wide programming activities.
• Collaborate with CAO, the full Advancement Team, and other departments throughout the Institute on special projects including marketing campaigns, pledge and payment tracking, donor outreach and cultivation, acknowledgment letters, and so on.

You have the following direct or transferable skill-sets:
• Two years administrative or related work experience.
• Strong interpersonal and communication skills and the ability to work effectively with a wide range of constituencies.
• Strong business writing skills.
• Project coordination skills, with an ability to maintain multiple projects simultaneously.
• Must be able to maintain confidentiality and a professional demeanor.
• Must be proficient in basic software programs (MS Office, Google Applications).
• Ability to work mornings, nights, and weekends around events and key deadlines.
• Experience working directly with high-level donors and/or other high profile individuals.
• Interest in the arts and nonprofit administration.

In addition to a starting pay of $19.66/hour, this position comes with awesome benefits & perks, including:
• Over 25 paid holidays
• Health, vision, and dental insurance
• Paid sick, family, and medical leave
• 401(k) with automatic 3% employer contribution after one year of employment
• Sundance Film Festival passes and benefits (varies each year)
• Mission driven workplace and amazing co-workers

BEFORE YOU APPLY

If you have the qualifications, feel this is a position that you would enjoy and excel in, then send us a cover letter along with your resume. Please use your cover letter to give us a summary of an accomplishment in a similar role and why Sundance Institute would be your employer of choice!