Institutional Advancement Coordinator

3 weeks ago
Job Function
Job ID
Commensurate with experience


The Institutional Advancement Coordinator provides key support to the Interim Vice President for Institutional Advancement (IVP), Director of Development for Strategic Initiatives, and senior development team in support of Institutional fundraising goals. Uses judgment to provide proactive administrative and fundraising support, including managing schedules, coordinating travel, and ensuring professional and high-level donor relations throughout the giving cycle. Responsible for coordinating planning in preparation for the annual International Advisory Council (IAC) meeting and assisting with special projects like Study Tours and Board of Trustees meetings.


Administrative Support (30%)

  • Proactively manages and maintains the IVP’s calendar and contacts: arranges internal and external appointments and anticipates the IVP’s needs for information and materials for appointments. Ensures the IVP sees and reads all necessary materials to prepare for meetings.
  • Schedules and coordinates the IVP’s travel arrangements, including developing itineraries, transportation, lodging and assembling travel packets for the IVP. Prepares travel expense forms.
  • Handles sensitive correspondence and confidential projects related to the IVP’s work
  • Receives, screens, and places calls and receives staff and visitors to the IVP's office. Handles or appropriately refers all requests for information.
  • Creates, prepares and disseminates directives and action requests to others on behalf of the IVP and serves as the IVP’s liaison to development staff, Executive Office, and other departments. Monitors deadlines, follows up on delegated tasks, and provides reminders as needed.
  • Assists with drafting IVP's correspondence, meeting notes and other materials and disseminates information as appropriate.
  • Monitors IVP’s email and keeps IVP informed of items that arise throughout the day: uses judgement to suggest solutions and/or opportunities. Manages and ensures appropriate and timely follow up on internal and external requests for information or action.

International Advisory Council Coordinator (30%)

  • Works with Executive Office, IVP and IAC Co-Chairs to identify set dates and locations for meetings and calls.
  • Maintains planning timelines and updates lists of action items and responsibilities for annual spring meeting. Proactively identifies issues and needs and helps to address them by providing suggestions or solutions.
  • Drafts memoranda and meeting minutes for members as needed.
  • Prepares and disseminates materials to members and internal participants, including agendas, logistical details, and advance reading packets.
  • Serves as liaison to the assistants of IAC members and internally to programs.


Fundraising and Donor Stewardship Support (20%)

  • Assists with the preparation and editing of solicitation letters for leadership gifts and IAC contributions, paying close attention to  accuracy, quality and timing.
  • Drafts and reviews acknowledgement letters for IAC, Trustee, and other donor gifts.
  • Drafts and proofreads correspondence and other materials and sends to constituents when appropriate.
  • Manages donor and prospect meetings for the IVP including scheduling and logistics; collecting materials and enclosures based on known interests and briefings; and ensuring timely and appropriate follow-up.
  • Provides data entry support in Raiser’s Edge for the IVP and Director of Development for Strategic Initiatives.
  • Assists with proposal routing on behalf of the IVP and Director of Development for Strategic Initiatives.

 Special Projects (20%)

  • Assists with planning and execution of Study Tours and other special events.
  • Staffs Board of Trustees meetings and Brookings Council events as needed.
  • Serves as secondary administrative support for Board of Trustees Committee meetings and conference calls as needed.
  • Drafts and reviews memoranda and reports on new projects and initiatives.


Education/Experience Requirements:

Bachelor’s degree required.  Minimum three years of professional relevant administrative experience required (preferably in a Development Office and/or nonprofit organization).  Experience working with high-net worth individuals is highly preferred.


Knowledge/Skills Requirements:

Excellent interpersonal, organizational, computer, and communication skills required.  Excellent grammar, spelling, proofreading, and editing skills, and ability to research information and compile it into a briefing.  Must have acute attention to detail, and be discreet, dependable, and work quickly.  Must have the proven ability to exercise excellent judgment and initiative while maintaining confidentiality.  Professional demeanor and high level of comfort working with high-profile individuals.  Ability to interact politely with the public, as well as internal constituents, and have an excellent phone manner.  Must be able to function independently and in close cooperation with others.  Must be able to coordinate a variety of tasks simultaneously and consistently follow up on details.  Knowledge of Microsoft Office suite and the capacity to learn other types of software, including Publisher, Adobe Pro and Raiser’s Edge.


Additional Information:


Brookings requires that all applicants submit a cover letter and resume. Please attach your cover letter and resume as one document when you apply.


Successful completion of a background investigation is required for employment at Brookings.


Brookings is an equal-opportunity employer that is committed to promoting a diverse and inclusive workplace. We welcome applications from all qualified individuals regardless of race, color, national origin, gender, sexual orientation, age, religion, physical or mental disability, marital status, veteran status, or other factors protected by law.



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