DONOR ENGAGEMENT MANAGER

Job Description

GENERAL RESPONSIBILITIES

The Donor Engagement Manager (DEM) at the Boca Raton Museum of Art fosters and maintains strong relationships with major donors and Trustees. This role includes managing communication, coordinating donor and Trustee activities, and providing high-level administrative support to the Executive Director. The DEM coordinates development events, prepares detailed reports and materials, and facilitates the onboarding and engagement of Trustees. This position requires a proactive and organized individual dedicated to advancing the Museum's philanthropic goals and supporting its leadership team.

Specific Responsibilities

Trustee Relations:

• Serve as the primary point of contact for Trustees, ensuring timely and professional communication.
• Coordinate and manage Trustee meeting schedules, including Board of Trustees meetings, committee meetings, and special sessions.
• Prepare and distribute meeting agendas, supporting documents, and materials to Trustees.
• Facilitate Trustee onboarding and orientation processes, ensuring new Trustees are well-informed and integrated into the organization.
  
  

Scheduling and Calendar Management:

• Maintain the Executive Director’s calendar, scheduling appointments, meetings, and events with internal and external stakeholders.
• Coordinate and confirm meeting logistics, including booking conference rooms, arranging for audiovisual equipment, and organizing catering services as needed.
• Anticipate and prioritize the Executive Director's scheduling needs, adjusting as necessary to accommodate emerging priorities.
  
  

Meeting Minutes and Documentation:

• Attend Board of Trustees meetings, Executive Committee meetings, and other high-level meetings to take accurate and detailed minutes.
• Prepare and distribute minutes to relevant parties promptly, ensuring accuracy and confidentiality.
• Maintain organized records of meeting minutes, agendas, and other official documents for future reference.
  
  

Administrative Support:

• Assist the Executive Director with preparing reports, presentations, and correspondence.
• Manage and prioritize incoming communications, including phone calls, emails, and mail, ensuring that urgent matters are addressed promptly.
• Conduct research and gather necessary information to support the Executive Director’s initiatives and projects.
  
  

Development Events & Initiatives:

• Work collaboratively with colleagues to ensure the successful planning and implementation of all development events and initiatives.
• Assist with Trustee and Major Donor pre/post-event communications, responses, and follow-up.
• Attend events as required and assist as needed
  
  

Executive Business:

• Maintain the annual Board Book and onboarding materials
• Collect and compile monthly data from each Museum department to prepare comprehensive dashboard reports for presentation to the Executive Office, leadership, and the Board of Trustees.
• Provide administrative support, including scheduling, correspondence, invoicing, agreements, filing, and CRM maintenance.
  
  

Liaison for Trustees & Major Donors:

• Manage communication and provide concierge-level service for major donors and Trustees, coordinating follow-up with Museum staff and leadership as needed.
• Cultivate and maintain strong, mutually beneficial relationships with donors by proactively suggesting events or programs they might enjoy, keeping them informed about upcoming activities that align with their interests, and understanding their preferences.
• Manage timely acknowledgments and reporting to Trustees and major donors about the use and impact of their gifts.
• Assist with creating and maintaining timely, accurate, and complete donor records to facilitate the creation of annual, cumulative, and campaign donor lists, signage, and other recognition.
• Identify and manage lists of potential major donor prospects by conducting comprehensive research to gather information on their philanthropic interests and giving capacity and preparing detailed donor profiles to support the cultivation and stewardship process.
  
  

Required Minimum Qualifications

Education and Experience:

• Bachelor’s Degree in a related field. An advanced degree is a plus.
• Minimum of 3 to 5 years of experience in a non-profit fundraising setting, preferably in a museum or cultural institution.
  
  

Technical Proficiency:

• Proficiency in CRM software and fundraising databases.
• Strong understanding of Internet technologies and online research strategies.
  
  

Skills and Attributes:

• Demonstrated ability to prioritize and coordinate multiple projects.
• Ability to manage highly confidential information with impeccable discretion.
• Excellent organizational, interpersonal, communication, and customer service skills.
• Excellent verbal and written communication skills with strong attention to detail.
• Ability to take direction, work independently and be a team member, set and maintain priorities, balance demands of multiple tasks, and meet deadlines.
• Bilingual in Spanish/French preferred.
  
  

Availability and Flexibility:

• Nights and weekends as required.
  
  

Working Conditions/Physical Requirements

Physical Requirements:

• Requires standing, walking, sitting, bending, reaching, lifting, carrying, and manipulating various materials, supplies, tools, and equipment.
• Maintain appropriate professional attire for various social interactions, including business casual for day-to-day office settings, business formal for high-level donor meetings, and cocktail or evening wear for special events and gala functions. Ensure that dress and appearance consistently reflect the Museum's standards of professionalism and respect for donors and colleagues.
• Occasional lifting and carrying of up to twenty pounds may be necessary.
  
  

Health and Safety:

• Must maintain good general health.
• Required to use and wear appropriate protective gear (PPE as needed).
  
  

Work Environment:

• Performed both indoors and outdoors.
• May be required to work extended hours or weekends when workload demands.
  
  

Independence and Adaptability:

• Must function independently and effectively.
• Adapts and performs job requirements under stressful and time-sensitive conditions.
• Responds quickly to unforeseen changes in tasks and situations.
• Demonstrates productivity and effective time management.
  
  

HOURS OF POSITION

• Full Time 40 hours per week-Exempt/Salaried
• Full Benefits
• This role requires regular weekend and evening hours and some holidays
  
  

Company Description

Boca Raton Museum of Art

Boca Raton Museum of Art