Donor Engagement Coordinator

Overall Function

The Donor Engagement & Events Coordinator works under the supervision of the Senior Director, Donor Engagement and Events and in partnership with Engagement and Events staff to provide data, project management, and administrative support on domestic and international donor field trips and events. The Coordinator will provide day-of logistical support for donor events, field trips, Board meetings, and virtual engagements, maintaining the highest standard of professionalism in both written and verbal communications. This role will also provide support for general scheduling and administrative needs for the Senior Director and broader Donor Engagement and Events team on various projects.

Location: Preference for hybrid work schedule in EDF’s New York or San Francisco office; strong candidates in other locations may be considered.

Travel: This position includes travel several times a year to support in-person Board meetings and events.

Key Responsibilities

• Provide operational support for events, Board of Trustee meetings, Environmental Leaders Council events and meetings, and donor trips.
• Working with lead event planners, manage various event logistics including (but not limited to) venue recommendations, menu planning, speaker scheduling and vendor management.
• Lead the management and maintenance event team and field trip data, including:
  • Collecting, compiling, and maintaining invitation lists.
  • Creating and uploading daily event RSVP reports.
  • Maintaining events and departmental calendars, event files and other online databases, including via Microsoft OneDrive, Sharepoint and Teams.
  • Manage all donor research requests in collaboration with the Research Team.
  • Partner with the Data Team on metrics and attendance reporting, developing new reports and queries as needed.
• Manage administrative tasks related to donor trips and events including but not limited to processing vendor contracts and invoices, budget management, expense reporting, and meeting scheduling.
• Assist with designing, creating, and managing digital invitations using the CVENT platform for donor events, meetings, and trips.
• Serve as primary point of contact for event, meeting, and trip registrations. Provide timely and professional follow-up to all inquiries, coordinating with event staff and portfolio managers as needed.
• Support the production and inventory management of all donor trip materials including orientation materials, branded items and first aid kits.
• Assist with trip research including flight options, visa requirements, health and safety considerations, cultural excursions and points of interest.
• Identify and implement processes and materials designed to improve cross-departmental efficiency and effectiveness of event projects.
• Coordinate the production, inventory, collection and shipping of supplies and materials (event signage, brochures, programs, giveaways, nametags, etc.) for events.
• Assist with the back-end management of live virtual events on Zoom.
• Provide on-site, day-of support for in-person field trips, events and board meetings, as required.
• Perform other administrative duties in support of events as needed.
• Under the supervision of the Senior Director, Donor Engagement and Events, work on special projects as needed.
• Participate in advancing EDF DEI goals in which people from all backgrounds and experiences feel connected, included, and empowered to address the environmental and organizational challenges in alignment with EDF values.

Qualifications:

We seek a highly organized, detail-oriented self-starter who is comfortable working in a fast-paced work environment. Qualifications for this position include:

• 3+ years of relevant experience; event planning and/or non-profit development experience preferred plus Associate’s degree or equivalent experience; Bachelor’s may substitute for up to 2 years’ experience.
• Attention to detail, strong organizational skills, and effective time management.
• Strong written and verbal communication skills and interpersonal skills to professionally interact with donors, board members, guest speakers, and staff at all levels of the organization.
• Experience working with Google suite and Microsoft Office: OneDrive, Outlook, Word and Excel.
• Demonstrated ability to use sound judgment to identify and solve problems.
• Demonstrates self-awareness, cultural competency and inclusivity, and ability to work with colleagues and stakeholders across diverse cultures and backgrounds.
• Commitment and ability to maintain confidentiality about sensitive information.
• Ability to follow through on tasks and meet deadlines with limited oversight.
• Familiarity with database and event management platforms such as Salesforce and CVENT is a plus.
• Ability and willingness to work occasional nights and weekends and travel periodically for event staffing.