Donor Events Coordinator — Museum Engagement & Logistics

About the Norton Museum of Art:Founded in 1941 by Ralph Hubbard Norton and his wife Elizabeth Calhoun Norton, the Norton Museum of Art is Florida’s largest art museum, renowned for its distinguished collection. The Norton Museum of Art welcomes visitors to experience the transformative power of art through intimate and creative encounters with wide-ranging collections and programs of the highest quality. With holdings spanning Contemporary, Early European, Modern, and Asian Art, as well as Photography, the Norton serves as a cherished institution within its community.Our Commitments:To uphold our mission and ensure the Norton’s relevance to our community, we are dedicated to the following principles:Art: We celebrate and share excellence in the arts in all its forms.Audience: We cultivate meaningful dialogues and relationships with a diverse and inclusive audience.Ambassadors: Our employees, Trustees, volunteers, and partners are the vital links connecting Art and Audience.Foundations: We are committed to preserving the Norton’s fiscal and physical legacy for future generations.Position Summary:The Development Associate for Donor Events is a full-time, non-exempt position reporting to the Development Officer for Donor Events. This role provides coordination and administrative support for donor engagement activities, including events and travel programs.This Associate is responsible for the operational execution of donor-facing events, communications, and administrative workflows, including managing invitation timelines, communications, RSVP tracking, and participant coordination. This position ensures that all engagements are executed smoothly, accurately, and on schedule.Serving as a central point of organization, the Associate supports both strategic planning and day-to-day execution in close partnership with the Donor Engagement team – particularly the Development Officer of Donor Events – and external partners.As a member of the Donor Engagement team, this position collaborates closely with colleagues across the Strategic Advancement department to deliver a seamless, thoughtful, and high-quality donor experience while supporting the Museum’s fundraising goals and stewardship standards.Primary Duties & Responsibilities:Responsibilities include, but are not limited to, the following:Donor Event Coordination & LogisticsManage RSVP tracking and maintenance for all Donor Engagement–led events, ensuring accuracy and real-time updatesMaintain and update donor event calendars, including staff invitations, event details, and scheduling changesDraft event invitation copy for review and approval; incorporate edits and coordinate final distributionCoordinate invitation production and mailing logistics, including mail merges, printing, and distributionEnsure timely coordination and tracking of event-related deadlines across multiple donor engagement initiativesSupport maintenance of the master donor engagement calendar, identifying scheduling conflicts and opportunities for alignment.Internal Event CommunicationsGenerate donor event mini briefs using Blackbaud Altru, including query pulls and initial formattingPrepare and refine draft mini briefs for internal review, ensuring accuracy and completenessSupport distribution of finalized briefs to internal stakeholders, as directedMaintain consistency and accuracy in donor-facing event communicationsEvent Execution Support (Cultivation & Stewardship Events)Provide operational support for cultivation dinners, council events, and donor engagement programmingCoordinate and execute select small-scale cultivation and stewardship events in partnership with Event ServicesSupport guest list preparation, attendance tracking, seating plans, and day-of logistics for assigned eventsProvide on-site assistance as needed, including guest check-in, coordination, issue resolution, and other duties as assignedCurated Travel Administrative SupportSupport the maintenance of tracking systems and documentation for travel program(s), including:Participant communicationsRegistration forms and materials (in coordination with external travel partners)Tracking confirmations, deadlines, and payment status in partnership with Development OperationsGeneral Administrative TasksSupport query pulls and data requests for Donor Event initiativesProvide administrative support across Donor Engagement team initiatives, including Gala and ArtBeat, as neededEnsure clear and efficient communication across internal teams and donor engagement workflowsAssist in the answering and monitoring of multiple phone lines and email inboxes to ensure timely and professional communication.Maintain accurate and up-to-date records in Blackbaud AltruEdit and proofread documents, reports, invitations, etc.Perform other related duties and special projects as assigned.Requirements & Qualifications:BA/BS degree preferred, but not required1+ year of relevant experience requiredMuseum or cultural institution experience preferred, but not requiredProficient in Microsoft Office applications, including database management (Altru proficiency a plus)Excellent written, verbal, and communication skills with the ability to interact and integrate with a wide range of individuals.Ability to convey a positive and professional image, especially in high-pressure situations with Museum staff, vendor, guests, and high- level donors.Professional demeanor with the ability to interact effectively with staff, vendors, and high-level donorsStrong organizational skills with the ability to prioritize and manage multiple projects in a fast-paced environmentSound judgment, problem-solving ability, and attention to detailAbility to work independently and meet deadlines with minimal supervisionHigh level of discretion and ethical standardsWillingness to work evenings and weekends as needed and monitor communications after hours when urgentPhysical Requirements:This position will require evening, weekend and possible holiday hours. The person in this position must be able to move about inside and outside the office, stand for long periods of time (up to at least 4 hours), communicate with managers and employees, access and operate computer and other office equipment; and ability to lift, move or carry up to twenty-five (25) pounds.Hours and Compensation:Monday-Friday 9am-5pmFull-Time, Non-ExemptCompensation: Commensurate with experienceLocation Requirements:At the time of employment, employees are expected to be located within reasonable commuting distance of the museum. Commuting Distance means they are located in South Florida, and able to commute to and from the Museum in a single day.Museum Location: 1450 South Dixie Hwy, West Palm Beach, FL 33413Benefits Offerings:The museum provides competitive compensation and generous benefits and perks for all eligible employees. Note: Benefits may differ based on employment status.Medical, Dental, Vision, Worksite plans & Additional Life InsuranceBasic Life Insurance and AD&D, employer paidShort-term Disability Insurance, employer paidFlexible Spending Accounts and Health Savings Accounts401(k) retirement plan and 2% employer matchConsiderable paid time off, plus 4 additional discretionary days, and 9 recognized holidaysFlex Work options; hybrid & flexible schedule after an employee’s 90-day probationary period. NOTE: FlexWork is not suitable for all positions.20% discount for staff in the Museum store10% discount at The RestaurantMembership to the ROAM Museum networkNote: Nothing in this job description restricts management’s rights to assign or reassign duties and responsibilities to this job at any time.Norton Museum of Art 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, national origin, disability, genetic information, pregnancy, or any other protected characteristic as outlined by federal, state, or local laws. This policy applies to all employment practices within our organization, including hiring, recruiting, promotion, termination, layoff, recall, leave of absence, compensation, benefits, training, and apprenticeship. Norton Museum of Art makes hiring decisions based solely on qualifications, merit, and business needs at the time. #J-18808-Ljbffr Norton Museum Of Art Inc