Administrative & Philanthropy Operations Coordinator

ESSENTIAL FUNCTIONS

The Administrative & Philanthropy Operations Coordinator (Coordinator) supports the Fish & Wildlife Foundation of Florida’s administrative operations and fundraising efforts by providing administrative support for the Executive Leadership in the Tallahassee Office and the Director of Philanthropy and by providing administrative support and coordination for fundraising functions. Fundraising support would include ensuring gifts are processed accurately and efficiently, donor records are maintained with a high degree of accuracy, and the philanthropy team has the administrative and operational support needed to build strong donor relationships.

This position serves as a key operational resource for the philanthropy team, with primary responsibility for gift processing, donor acknowledgments, database management, reporting, and related administrative functions. The position also manages scheduling and provides administrative support for the Executive Director and the Managing Director for Programs and Strategy, helping coordinate meetings with donors, partners, board members, staff, and other key stakeholders.

The Coordinator works closely with the philanthropy and finance teams to maintain accurate records, support strong internal processes, and ensure donors receive timely and thoughtful stewardship. The ideal candidate is highly organized, detail-oriented, comfortable working with data and systems, and able to manage multiple priorities with professionalism and discretion.

Responsibilities

• Manage the day-to-day processing and recording of donations, ensuring gifts are entered accurately and timely in NEON CRM and appropriately coded by fund, campaign, source, and purpose.
• Prepare and coordinate timely donor acknowledgment letters and tax receipts, identifying gifts that require personalized acknowledgment or follow-up by philanthropy staff.
• Maintain accurate and complete donor and constituent records in NEON CRM, including contact information, relationships, communication preferences, giving history, pledges, recurring gifts, and donor restrictions, while ensuring overall database accuracy and integrity.
• Coordinate with the finance and philanthropy team on gift reconciliation, documentation, donor intent, and other gift-related recordkeeping.
• Generate reports, mailing lists, donor giving histories, and other data from NEON CRM to support fundraising, stewardship, gift reconciliation, and other philanthropy activities.
• Manage calendars for the Executive Director and Managing Director for Programs and Strategy, including scheduling and coordinating meetings, calls, donor visits, and other internal and external appointments, while proactively addressing scheduling conflicts and priorities.
• Coordinate meeting logistics and preparation for the Executive Director and Managing Director for Programs and Strategy, including preparing meeting briefings in advance of donor and prospect meetings and communicating professionally with donors, Board members, partners, staff, and other stakeholders.
• Respond to routine donor inquiries related to contributions, receipts, contact information, and other administrative matters, providing a professional and helpful donor experience.
• Support effective philanthropy operations by maintaining files, records, calendars, and processes and identifying opportunities to improve efficiency and consistency.
• Provide administrative support to the Executive Director, Managing Director for Programs and Strategy and the philanthropy team and perform other duties and special projects as assigned.
• Identify donations requiring cross-departmental coordination and create and maintain Asana tracking to ensure appropriate follow-up, deadlines, and donor commitments are completed.

Qualifications

• Bachelor’s degree in nonprofit management, business, communications, or a related field and one to three years of relevant experience in philanthropy, nonprofit administration, database management, executive support, or a related field; or an equivalent combination of education and experience.
• Experience working with donor databases or CRM systems, including data entry, gift processing, reporting, and maintaining accurate constituent records. Experience with NEON CRM is preferred.
• Highly organized, detail-oriented, dependable, and accurate, with the ability to manage multiple priorities and recurring deadlines in a fast-paced environment.
• Demonstrated ability to work independently, take initiative, anticipate next steps, and exercise sound judgment.
• Experience managing calendars, scheduling meetings, and coordinating logistics involving multiple internal and external stakeholders.
• Proficiency in Microsoft Office 365 applications, including Excel, Word, Outlook, and PowerPoint.
• Strong written and verbal communication skills with the ability to communicate professionally with donors, Board members, Foundation staff, partners, and other stakeholders.
• Ability to handle confidential donor, financial, personnel, and organizational information with discretion.
• Strong problem-solving skills with the ability to adapt to changing priorities and identify opportunities to improve processes and efficiency.
• Knowledge of fundraising principles and practices is preferred.
• Knowledge of and commitment to fish and wildlife conservation, outdoor recreation, and environmental stewardship is preferred.

No phone calls please.

The Fish & Wildlife Foundation of Florida is an Equal Opportunity Employer.