Coordinator, Advancement

Job Description

The Advancement Coordinator provides high-level administrative, operational, and project support to the Chief Advancement Officer (CAO) and the Advancement Division of the Dallas Arboretum and Botanical Garden. This role ensures the smooth and efficient execution of Advancement priorities by managing calendars, communications, donor correspondence, budgeting, reporting, and division-wide coordination.
A key member of the Advancement team, the Coordinator supports the CAO in driving collaboration across departments and strengthening the Arboretum’s culture of philanthropy—helping to advance the garden’s mission through excellence, engagement, environment, and experience.

About Us

The Dallas Arboretum and Botanical Garden supports equal opportunity and accessibility for all and promotes a safe and engaging experience that welcomes all to enjoy. We seek to inspire and engage people of all backgrounds by creating a positive and impactful experience.

The Arboretum has been listed among the top arboretums in the world and the number of honors is so extensive it is listed on our website. The Dallas Arboretum is proud to offer the public an array of popular annual events, educational programs for children and adults, and an emphasis on family-oriented activities. Ground-breaking horticultural research conducted in our Trial Gardens continues to contribute to an important body of knowledge, both regionally and nationally.

Located on the shores of White Rock Lake, the Arboretum’s 66 acres include a complete life science laboratory with endless potential for discovery. For more information, please check out our website at https://www.dallasarboretum.org

Duties & Responsibilities

ESSENTIAL DUTIES AND RESPONSIBILITIES INCLUDE BUT ARE NOT LIMITED TO:
Executive Support to the Chief Advancement Officer
• Manage the CAO’s calendar, scheduling meetings with board members, donors, volunteers, and internal staff.
• Prepare briefing materials, presentations, and background documents for donor visits, internal meetings, and board committees.
• Draft, proof, and distribute correspondence and reports on behalf of the CAO.
• Maintain organized digital and physical files for confidential and sensitive materials.
• Coordinate travel arrangements, process expense reports, and track departmental reimbursements.
• Support the CAO in project management and follow-up to ensure timely completion of Advancement initiatives.
Advancement Division Coordination
• Serve as the central liaison among Development, Marketing & Guest Experience, and Sales, Special Events & Membership teams to ensure alignment on shared goals, timelines, and priorities.
• Assist in preparing and tracking the Advancement budget, including invoice processing, purchase orders, and monthly reconciliations.
• Maintain shared Advancement calendars, internal dashboards, and key performance tracking tools.
• Support database integrity by entering and updating donor information in Raiser’s Edge NXT, running queries, and generating lists for mailings, acknowledgments, and events.
• Provide administrative support for donor stewardship, including recognition lists, acknowledgment letters, and gift reporting.
• Assist in the preparation of campaign materials and maintain up-to-date documentation for active fundraising efforts.
Board and Committee Support
• Provide administrative and logistical support to Advancement-related board committees, such as Development, Marketing, and Campaign Steering Committees.
• Schedule meetings, prepare and distribute agendas and materials, record minutes, and track follow-up items.
• Manage committee rosters, attendance records, and member engagement reports.
Campaign and Event Support
• Support logistics for cultivation and stewardship events, donor receptions, and campaign activities in coordination with internal teams.
• Track invitations, RSVPs, and attendance for donor and committee events.
• Assist in producing event materials, name tags, and signage, ensuring consistent brand presentation.
• Maintain campaign progress reports, gift tables, and donor communications.
Communications and Administrative Support
• Serve as the first point of contact for Advancement-related inquiries and correspondence to the CAO’s office.
• Assist in the production of Advancement materials, presentations, and internal reports.
• Support consistent internal communication by preparing weekly updates, talking points, and meeting summaries.
• Represent the CAO and the Arboretum professionally and warmly with donors, board members, and community partners.

Education and Experience

SKILLS AND QUALIFICATIONS:
Education and Experience
• Bachelor’s degree required, preferably in nonprofit management, business administration, or communications.
• Minimum of three years of administrative or project coordination experience, preferably in a nonprofit, higher education, or cultural institution.
• Proficiency with Microsoft Office Suite, Outlook, and CRM systems (Raiser’s Edge NXT preferred).
Skills and Attributes
• Exceptional organizational and project management skills with the ability to handle multiple priorities and deadlines.
• Strong written and verbal communication skills with demonstrated editing and proofreading ability.
• Professional discretion and judgment in handling confidential and sensitive information.
• High level of initiative, reliability, and attention to detail.
• Positive, collaborative approach with a customer-service mindset.
• Commitment to the Arboretum’s mission and the Advancement Division’s culture of philanthropy.
WORK ENVIRONMENT
• Full-time, exempt position with occasional evenings and weekends required for donor and public events.
• Ability to pass all pre-employment testing, including a criminal background check and drug screening

Additional Information

To help you stay energized, engaged, and inspired, we offer a wide range of benefits including comprehensive healthcare, a 401K, and Paid Time Off (PTO).
The mission of the Dallas Arboretum and Botanical Garden is to be a garden for all that enriches lives through beauty, learning, and connection. We are a world-class sanctuary where people and plants flourish in the natural environment.
The Dallas Arboretum is proud to be an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, age, color, ancestry, national origin, place of birth, religion, sex, sexual orientation, gender identity and expression, military or veteran status, genetic characteristics or disability unrelated to job performance.

Application Instructions

Officially apply here: https://workforcenow.adp.com/mascsr/default/mdf/recruitment/recruitment.html?cid=39c36789-b8b3-4457-b596-d2cceb167d33&ccId=19000101_000001&type=MP&lang=en_US