Operations & Development Coordinator

Floodlight is hiring an operations and development coordinator to keep our small, remote newsroom running smoothly and to help power the fundraising that makes our journalism possible. This is a hybrid role at the center of the organization — part development operations, part administrative backbone — for someone who thrives on managing details, following through and keeping a lot of moving pieces coordinated and on track.

You'll handle the activities and details that keep our team focused on our mission to hold polluters and their political allies accountable — from accurate donor and gift records to frictionless day-to-day operations. You'll be the reason nothing falls through the cracks, and you'll thrive if you're extremely organized, comfortable working independently, and energized by knowing that great journalism depends on solid operations behind the scenes.

ABOUT FLOODLIGHT

Floodlight is a nonprofit, independent newsroom that investigates the powers stalling climate action. Since launching in 2021, Floodlight stories have reached millions through collaborations with local and national news outlets including The Guardian, NPR, ProPublica, the Los Angeles Times, the Texas Tribune, the Louisiana Illuminator and Capital B.

Our team of seven consists of two reporters, an investigative producer, an audience director, a deputy director, an executive director and an editor-in-chief. We all work remotely, with occasional travel for reporting, in-person meetings, industry conferences or events.

ABOUT THE ROLE

The operations and development coordinator brings structure, clarity, consistency, and follow-through to a wide range of operational and development work so our journalists and leadership can stay focused on the mission.

What you'll do: You'll coordinate operational and development activities across the entire team. You'll keep the administrative, legal, and financial details organized so Floodlight runs smoothly day to day. You'll also support fundraising — from donor and prospect research to gift processing, acknowledgments, and stewardship — and you’ll assist with audience and outreach efforts around our reporting. You'll report to and work closely with the deputy director while providing support to the entire team.

Who you are: You're a details person, dependable and very organized. You're responsive, communicate clearly and handle sensitive information with discretion. You're also curious, innovative and forward-thinking — interested in exploring new tools to improve efficiency and ways of working that help you anticipate needs before they arise. You're excited about supporting mission-driven work behind-the-scenes and helping the entire team operate at its best.

RESPONSIBILITIES

General operations & team support

• Support the team with meeting coordination (agendas, notes, follow-ups) and documentation of action items; prepare monthly board meeting packages and schedule quarterly board meetings
• Manage technology software and subscriptions, Floodlight's general mailbox accounts, and organizational files on Google Drive, keeping a clean, consistent folder structure
• Coordinate with team members and external bookkeeper/accountant to ensure all expenses and reimbursements are processed and correctly categorized. Support reconciliation process and ensure all supporting documentation is captured and stored.
• Coordinate employee and board member onboarding/offboarding, manage the team calendar, and coordinate scheduling across time zones and stakeholders
• Ensure legal and grant agreements are properly filed and organized on Google Drive
• Identify and implement workflow and tool improvements, including exploring new tools to increase efficiency
• Support deputy director in preparing for the annual financial audit
• Under the direction of the deputy director, ensure organizational policy and process documents are reviewed/audited at least annually and updated made to keep them current
• Provide logistical and planning support for team retreats and group events — flights, accommodations, itineraries, and logistics — for smooth in-person and virtual gatherings

Development operations

Fundraising

• Manage gift-giving platforms and processes to ensure a smooth donor experience and collection of accurate, comprehensive data
• Maintain accurate, up-to-date donor and constituent records in Bloomerang, including routine merges, duplicate resolution, and data validation
• Migrate donor and prospect data from pre-existing spreadsheets and Airtables into Bloomerang
• Enter donor and gift data, send timely acknowledgments, receipts, and annual year-end gift summaries (by January 31)
• Complete monthly gift reporting and reconciliation (with bookkeeper) and generate regular reports (gift detail, major/VIP donor, campaign lists, fundraising metrics)
• Keep gift-processing and donor/prospect management workflows current and maintain donor confidentiality per ethical fundraising standards

Donor stewardship & relationship management

• Coordinate donor stewardship and touchpoints per the donor management plan, ensuring timely outreach, check-ins, and follow-up; notify team members of assigned thank-you notes/calls
• Pull information for donor briefs and support the preparation of donor notes, reports, and proposals
• Segment and manage accurate donor and prospect lists and reports. Work closely with the executive and deputy directors to ensure proactive moves management for donors and prospects

Grants & prospect research

• Ensure all grant agreements and documentation is stored on Drive and in the funder’s record in our CRM
• Maintain the grants calendar and grant records, track submissions and awards, and alert leadership to reporting deadlines
• Project manage grant reporting as needed and requested
• Conduct donor and prospect research to identify major, foundation, and institutional funders, and research and shortlist funding opportunities via funder databases and directories

Audience and outreach operations

• Support reader fundraising campaigns (including the year-end giving campaign) and help build and administer Floodlight's monthly and annual reader revenue program
• Pull routine and ad hoc channel/analytics data and enter audience data into metrics reports
• Assist audience director with monthly and quarterly website updates

IDEAL CANDIDATE EXPERIENCE AND SKILLS

• 3+ years of experience in a nonprofit operations or development role supporting a team in a mission-driven organization
• Experience with donor CRM platforms such as Bloomerang and demonstrated knowledge of managing and pulling data and reports through CRMs
• Excellent written and verbal communication skills with sound judgment and discretion; comfortable working independently, anticipating needs and proactively solving problems
• Full fluency with Expensify, Slack and Google Workspace, including Drive, Gmail, Calendar, Sheets, Docs and Meet
• Ability to quickly identify, learn and adopt new technology, tools and workflows
• Curiosity and openness to new tools and ways of working
• A high level of professionalism, genuine appreciation for Floodlight's mission

We know there are great candidates who might not check all these boxes or possess valuable skills we haven’t thought of. If that’s you, don’t hesitate to apply and tell us about yourself. We also encourage members of traditionally underrepresented communities to apply, including people of color, LGBTQ people and people with disabilities.

LOCATION & STRUCTURE

This is a full-time, salaried, remote position. Candidates may be based anywhere in the US as long as they are able to work between 9 am and 5 pm ET.

Floodlight provides 25 days of vacation/PTO, plus 12 paid holidays, 10 days of medical/emergency/bereavement leave and 12 weeks of paid parental leave.

To give staff maximum flexibility for choosing appropriate health insurance plans, Floodlight reimburses health insurance premiums and other qualified health expenses up to the federal maximum (currently $537.50 per month for an individual and $1,091.67 per month for an individual and their family).

Floodlight provides a retirement 401(k) plan match of up to 4% on employee contributions to a pre- or post-tax plan.

Fluency in English is required