Campaign & Event Coordinator

Deadline January 01, 2023

This position sits within the Development department and has two primary functions: 1) Work directly with the CEO and provide administrative support for the Capital Campaign; 2) Lead implementation for development department events with donors.

Once the Capital Campaign is complete (estimated by January 2024), the Campaign & Event Coordinator will transition completely to the Development department, focusing on event management and strategic donor cultivation/stewardship.

This position is great for an organized, highly professional, and detail-oriented fundraiser and/or event planner with a passion for project management and stewarding relationships. It is a great opportunity to learn and be an integral part of an experienced and growing development team, paving the way for more fundraising on a national and international level.

This position will report directly to the Director of Development and will work primarily from our Sylvan Office (located off the Sylvan exit of Highway 26) with frequent visits to the Garden and periodic visits to donors’ homes.

COVID-19 VACCINATION POLICY: For the safety of our staff, volunteers, & guests, Portland Japanese Garden requires all staff and volunteers to be vaccinated against the COVID-19 virus, including the initial booster. Candidates must be fully vaccinated by their hire date and must provide proof of vaccination upon hire.

•Campaign Coordination•
The Capital Campaign aims to raise $30 million to launch Japan Institute, which will serve as the robust programmatic arm of Portland Japanese Garden.
• Provide ongoing support to the CEO and Campaign Committee related to their fundraising activities.
• Maintain up-to-date donor/prospect Plans in Tessitura and Excel, including ask amounts, target goals, next steps, etc.
• Track asks, solicitations, and donations in Tessitura and Excel and provide weekly reports of campaign results to the CEO and Director of Development.
• Work with campaign solicitors and Finance department to ensure that prospect and donation data is recorded and tracked accurately in our database, Tessitura.
• Keep Campaign Committee engaged in fundraising with periodic reports & communications.
• Schedule and facilitate all Campaign Committee meetings (e.g., agenda preparation, record meeting notes, etc.)
• Manage campaign expenses and track against budget.
• Collaborate with Marketing department to coordinate all outgoing campaign communication materials (e.g., email, website, & print) including the design and production.
• Facilitate donor acknowledgment, stewardship programs and public recognition, as appropriate.

•Event Coordination•
Each year, the Development department works collaboratively with our Culture & Art department, the Executive office, and our Events department to coordinate 5-6 receptions along with one major dinner and 5-10 small, private functions.
• Act as key point of contact for the Development department in coordinating all donor-related events.
• Work with Culture & Art team or Executive Office to coordinate event theme & highlights (e.g., artists present, entertainment, etc)
• Work with Events team on event logistics (e.g., setting event dates, budget development & tracking, food & décor planning, transportation/parking, etc.)
• Work with Development team on managing event attendees (e.g., creating invitation lists, RSVP tracking in Tessitura, etc)
• Work with Marketing team to coordinate outgoing communications before, during, and after event (e.g., invitations, website listing, on site signage, Know-Before-You-Go emails, etc)
• Work directly with high level donors when questions come up before, during, and after events.
• Assist with oversight of events on the day of (e.g., help with set up, guest check ins, etc)

• Other General Duties•
• Attend and coordinate Garden donor/cultivation events as needed.
• Utilize and maximize potential of Tessitura CRM database.
• Collaborate with Development department to ensure a holistic and thoughtful approach is taken with all aspects of fundraising
• Be an active member of a supportive department team assisting colleagues when needed.

• Familiarize oneself with the organization and the Employee Handbook
• Serve as a role model for Garden volunteers, providing support and encouragement to volunteers in their roles across the Garden
• Maintain a high level of professionalism in manner, appearance, and communications
• Adhere to Garden Dress Code (business casual)

Studies have shown that women and people of color are less likely to apply for jobs unless they believe they meet every one of the qualifications as described in a job description. We are most interested in finding the best candidate for the position, and that candidate may be one who comes from a less traditional background. If you are interested in applying, we encourage you to think broadly about your background and qualifications for this role.
• Minimum 3 years of fundraising, event planning, or project management experience, with a proven record of success, preferably in a cultural institution
• Experience using Excel
• Experience using a database or CRM, preferably Tessitura
• Demonstrated proficiency with Outlook and Microsoft programs
• Demonstrated knowledge of fundraising fundamentals
• Ability to exercise judgment and discretion when handling sensitive and confidential information
• Strong communication abilities – clear writing and articulate speaking ability
• A proven track record of working well with others, adapting to others’ work styles, and professional interactions with co-workers and/or vendors
• Strong listening skills, giving full attention to what other people are saying or asking, taking time to understand the points being made, and asking questions when appropriate
• Incredibly organized and highly proficient at keeping a systematic schedule and calendar
• Ongoing development and implementation of new processes to improve work efficiency and adapt to new systems
• Experience in organizing and working donor cultivation events of various types
• Experience in the creation and management of budgets

• Must be able to periodically work evenings/weekends, as required
• Must be comfortable working in an open office environment
• Must be able to work from a desk for the duration of the workday
• Must be able to navigate all areas of the Garden for guest tours and various events
• Must be able to remain in a stationary position for up to 3 hours at events and receptions
• Must have reliable transportation, proof of insurance, valid driver’s license, and clean DMV record for travel between office locations (mileage reimbursement provided)

• Wage: $48,500 – $55,000 per year, DOE
• This is a full-time, salaried, position with 40 – 45 hours per week. Workday is typically Monday – Friday, 8:30am to 5:00pm, with some flexibility. Occasional evenings and weekends required, with corresponding flexibility in weekday schedule.
• Benefits:
• — health, dental, and vision insurance (premium 100% covered for employees)
• — 401k plan (after 6 months, with 4% employer match after 1 year)
flexible spending accounts for medical and dependent care expenses
• — paid vacation, sick, and holiday time
• — free access to the Employee Assistance Program (EAP)

To apply, please submit resume, cover letter, and three work-related references. Please also provide a short essay (200-300 words) – separate from your cover letter – that describes why you are excited to work for Portland Japanese Garden. Incomplete applications will not be considered. Please no phone calls or hand delivered applications. We will accept applications until the position is filled. Early application is encouraged.

More Info

Portland Japanese Garden