Advancement & Special Projects Coordinator

Title: Advancement & Special Projects Coordinator

Department: Advancement & External Affairs 

Reports To: Director of Advancement & External Affairs, with a dotted-line relationship to the Director & CEO 

Status: Full-Time, Exempt (Salaried), Benefits Eligible 

Overview 

The Boca Raton Museum of Art seeks a highly organized and proactive Advancement & Special Projects Coordinator to provide senior-level administrative, operational, and project support to the Director of Advancement & External Affairs. Serving as a key partner in advancing the Museum’s governance, advancement, and external engagement efforts, this cross-functional role supports the Director & CEO, coordinates Board and committee activities, prepares reports and meeting materials, and helps manage the day-to-day operations of the Advancement & External Affairs Department. The ideal candidate possesses exceptional communication and interpersonal skills, strong attention to detail, and the ability to build effective relationships with Trustees, donors, staff, volunteers, and community stakeholders.

Responsibilities

• Provide executive-level administrative, operational, and project support to both the Director & CEO and the Director of Advancement & External Affairs.
• Serve as a key point of contact for Trustees, donors, volunteers, staff, and other key stakeholders.
• Prepare and distribute reports, presentations, correspondence, agendas, meeting minutes, and other materials for executive leadership, the Board of Trustees, and committees; set and manage the Board of Trustees and committee meeting calendar.
• Support donor stewardship and engagement activities, including donor communications, prospect research, and relationship management.
• Process and acknowledge gifts, maintain donor records, and support CRM data entry and reporting.
• Assist with the preparation of sponsorship proposals, grant applications, grant reports, and other fundraising materials.
• Support external affairs projects, including marketing campaigns, stakeholder communications, and cross-departmental efforts that advance the Museum's visibility and strategic priorities.
• Support special events, programs, and other related engagement activities, including planning, logistics, and on-site coordination and representation.
• Manage the Director & CEO's schedule, including meetings, appointments, and travel arrangements.
• Maintain internal calendars and tracking systems, including meetings, events, key project deadlines, and other Museum-wide activities.
• Manage incoming communications and provide general office support, including filing and records management.

Experience and Qualifications 

• Associate's or Bachelor's degree preferred, with 5-7 years of executive-level administrative support experience, preferably within a nonprofit, cultural, educational, or related institution.
• Highly organized with strong project management, planning, and time management skills. Proven ability to manage multiple priorities, meet deadlines, and maintain a high level of accuracy in a fast-paced environment.
• Excellent interpersonal skills and the ability to build positive relationships with internal and external stakeholders while handling sensitive information with professionalism and integrity. 
• Exceptional verbal and written communication skills, including the ability to prepare professional correspondence and materials and engage effectively with a wide range of audiences. 
• A collaborative team player who takes initiative and is willing to roll up their sleeves and support colleagues across the Museum.  
• Strong proficiency in Microsoft Office Suite, including Word, Excel, Outlook, and PowerPoint, with a willingness to learn new technologies and systems. Prior experience with CRM systems is a plus.  

Working Conditions and Physical Requirements

The physical demands described here are representative of those that must be met by an employee to successfully perform essential functions of this job:

• Prolonged periods of sitting, standing, and walking.
• Ability to lift and carry up to 25 pounds.
• Ability to bend, reach, and perform physical event-support tasks as needed.
• Ability to work flexible hours, including occasional evenings, weekends, and holidays, as needed. 
• Please note that this job description is not designed to contain a comprehensive listing of all activities, duties, or responsibilities of this position. Duties may be modified at any time to meet the needs of the Museum. 

The Boca Raton Museum of Art is an equal opportunity employer dedicated to a policy of nondiscrimination in employment without regard to race, creed, color, age, gender, gender identity, sexual orientation, religion, national origin, genetic information, disability, or protected veteran status. For more information, visit our website at http://bocamuseum.org