Development & Events Coordinator

POSITION OVERVIEW

The Development & Events Coordinator is a member of the Engagement Team, which provides support for marketing and communications, fundraising and donor relations, and organization-wide partnerships. This role reports to the Director of Engagement, and works in partnership with the Marketing & Communications Manager to engage and support donors, team, and community, with a focus on donor engagement and CRM (Constituent Relationship Management) tracking, metrics reporting, and stewardship. This role also requires on-site support for events on limited and pre-scheduled nights and weekends, including 1-2 small fundraising events (~150 people) and a weekend-long All-Staff Fall event (“Oxtober”).

ESSENTIAL RESPONSIBILITIES

Communications

• Execute communication strategy created in collaboration with the Director of Engagement and the Marketing & Communications Manager, with a focus on donors and community partnerships.
• Assist the Marketing & Communications Manager with communications needs and special projects.

Donors & Community Partnerships

• Communications: Develop and distribute donor communications that engage existing and prospective contributors through a mix of written, verbal, and potentially virtual experiences.
• Community Partnerships: Identify and track partnerships, preparing and presenting opportunities for the Director of Engagement’s review.
• Donor Engagement: Develop and execute campaigns under guidance of the Director of Engagement to engage donors and partners, fostering support for Oxbow’s mission and vision.
• Donation Management: Organize and track incoming donations, recording in the CRM (currently Neon). This includes processing donations received via physical mail, thank you notes and tax compliance, and other stewardship efforts.
• Fundraising Initiatives: Collaborate on strategic planning and coordination of key initiatives, including year-end campaigns, Giving Tuesday, stewardship, and tax acknowledgment.
• Executive Reporting & Tracking: Provide monthly and quarterly reports to the Executive Team, ensuring data is clear, accurate, and actionable.

Board Work

• Preparation of Board Materials: Assist in creating materials for the Director of Engagement’s work with the Board as designed by the Director, such as monthly and quarterly reports.
• Presentation Assistance: Help develop presentation materials for Board meetings, focusing on clarity and supporting content creation.

Event Support

• Assist with Donor Events: Provide support for 1-2 small donor events (~150 individuals) annually, helping ensure all details come together smoothly with our Events Planner.
• Vendor Coordination: Communicate with rental companies, caterers, and other suppliers to facilitate logistics as needed for events.
• On-Site Presence: Be available on-site to assist with deliveries, event setup, breakdown, and cleanup, with flexibility for some pre-determined evenings and weekends.
• Event Tools & Organization: Help use and maintain event layouts, timelines, checklists, and other planning tools, suggesting updates or new tools as needed to improve the process.
• Other responsibilities, as assigned.

SKILL SET

• Minimum 3 years in development, communications, and/or partnership management.
• Stakeholder Service Orientation: Ability to engage with donors, partners, and other stakeholders in a warm, helpful, and thoughtful manner, whether in person, by phone, or via email.
• Software Adaptability and Innovation: Proficiency in learning and utilizing a variety of digital tools and platforms, including Monday.com, CRM tools, Microsoft Office Suite, MailChimp, Buffer, Auctria, etc. Ability to identify and recommend new tools to enhance productivity, expand reach, and strengthen messaging strategies.
• Organizational Skills: Demonstrated ability to develop and manage calendars and organizational systems that support both individual efficiency and team-wide coordination.
• Financial and Analytical Acumen: Ability to learn and apply budgeting skills, with experience (or willingness to gain experience) in tracking and reporting on key metrics to drive data-informed decisions.
• Project Management: Strong planning skills with a proven track record of setting and meeting deadlines, effectively managing timelines, and planning well in advance to ensure smooth project execution.

EQUAL OPPORTUNITY COMMITMENT

Oxbow is committed to cultivating a culture of diversity and inclusion. We value the individual differences, life experiences, and knowledge that our staff bring to their work and their communities. Valuing diversity is a significant part of our culture, our values, and the success of Oxbow’s mission.

Oxbow provides equal employment opportunities to all staff members and applicants for employment and prohibits discrimination and harassment of any type on the basis of race, color, religion, age, sex, national origin, disability status, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state, or local laws.

Oxbow is committed to fostering a racially diverse team. People of color are encouraged to apply.

LOCATION

Hybrid; Approximately 3-4 days a week on site at Oxbow Farm from April 1 - November 15, with seasonal flexibility. The role may require work on weekends occasionally, such as for special events. This requirement is minimal and generally pre-scheduled.