Philanthropy Services Coordinator

5 months ago

Melbourne, Australia The Australian Ballet Full time

**Summary**

The Philanthropy Services Coordinator (VIC) is responsible for executing the core administrative and service functions within the Philanthropy business, with a focus on activities in the Southern Chapter, including Victoria, Tasmania, and Western Australia. Key areas of responsibility include gift processing and administration, event coordination and fundraising support.

This Melbourne-based position may require occasional out-of-hours work for performances and events

**Our Company**

The Australian Ballet is one of the world's leading national ballet companies and a globally recognised Australian major performing arts organisation. Each year the company presents upwards of 220 performances through its main stage seasons in Melbourne, Sydney, Brisbane, Adelaide, Canberra and Perth along with public programs, special events, an extensive regional tour, a Children's Ballet and Education programs and regular overseas tours.

Orchestra Victoria, (OV), provides pit services for ballet and opera in Victoria, and is a wholly owned subsidiary of The Australian Ballet. The Australian Ballet and Orchestra Victoria have an annual turnover of more than $70 million and employ over 265 staff.

**Our Values**

**Ambition**: We perform at our best: challenging ourselves and each other, thinking beyond conventional practice and striving to achieve excellence in everything we do.

**Boldness**: We act innovatively and embrace change with confidence and courage.

**Inclusivity**: We are deeply committed to cultivating and sustaining an organisation that is equitable, fair and inclusive. We embrace diversity both on and off stage and strive to be a company where all communities feel a sense of belonging.

**Respect**: We treat all people with dignity and create trusted and enduring relationships with customers, colleagues and communities.

**Responsibility**: We seek out new and better ways of doing things, act accountably and understand the importance of balancing artistic risk with strategic and commercial outcomes. We strive for environmental sustainability and are conscious of how we use our resources.

**Duties and Responsibilities**

**Gift Processing and Administration**
- Accurate and timely processing of all gift and event payments in the Tessitura CRM system in line with business rules and data standards
- Coordination of templates and correspondence including gift reminders, thank you letters, donation receipts, event confirmations and other materials as required
- Provide general administrative and systems support to the Philanthropy Team to help achieve fundraising goals
- Maintain accurate and detailed information for all Philanthropy contacts in the Tessitura CRM system
- Act as a first point of contact for Patrons via the department's inbound contact channels
- Coordinate all administrative requirements of the Philanthropy Team including postage, stationery and collateral requirements, stocktake and reconciliation of supplies
- Oversee dress rehearsal ticketing and fulfilment for Philanthropy
- File and archive Philanthropy documents using the P-Drive and M-Files system in accordance with PCI standards
- Prepare all acknowledgement listings, including souvenir programs, website, annual reports and honour boards

**Event Coordination**
- Coordinate the annual timeline and project plan for Annual Giving and Planned Giving events in the Southern Chapter
- Create and distribute event invitations in accordance with timelines
- Execute all aspects of patron events in line with brief and budget and attend to support as required
- Act as the key point of contact with philanthropy managers, venues and suppliers to ensure patron events are delivered to the highest standard
- Ensure Board, Foundation Board, Executive and Philanthropy VIPs are invited to and briefed on Philanthropy events as appropriate
- Receive all RSVPs and maintain guest lists for patron events

**Fundraising support**
- Coordinate the fulfilment of stewardship activities and communications as per the Philanthropy Stewardship Matrix
- Support the fundraisers with reporting, research and materials to support their activities and relationships
- Conduct research and create profiles on current and prospective patrons for internal stakeholders
- Create and maintain Plans and Portfolios in Tessitura to support the Philanthropy Managers and Patrons Managers with moves management
- Perform additional duties as required by the Head of Philanthropy

**Knowledge, Skills and Abilities**
- Administrative and event coordination experience
- Experience and knowledge of philanthropy
- Strong interpersonal and communication skills
- Ability to build strong relationships with internal and external stakeholders
- Ability to use discretion and ensure confidentiality as required
- Strong computer skills - MS Office Suits, internet, graphics
- Proven planning, organisation and time management skills
- Strong ability to prioritise and meet deadlines
- Knowled

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