Description

Position Overview 

The Development and Events Coordinator supports the Bruce Museum’s Development team with a primary focus on donor and member events, cultivation activities, and related communications. Reporting to the Director of Donor of Membership and Patron Engagement and working closely with the Museum’s central Events team in Operations on event production and logistics, the Coordinator manages event workflows and ensures timely, coordinated execution across departments. The Coordinator also works closely with the Director of Donor Relations. This highly organized, detail-oriented position is ideal for someone who thrives in a fast-paced environment and enjoys managing multiple projects, deadlines, and stakeholders. The role offers meaningful exposure to development strategy, event production, membership, and donor stewardship. 

Primary Responsibilities 

Event Coordination & Logistics 

• Coordinate invitations, RSVPs, guest lists, staffing, communications, and logistical details for donor and member cultivation, stewardship, and recognition events, with support from the Development Assistant.
• Serve as a primary point of coordination between Development, Operations, Marketing & Communications, Visitor Services, and external vendors for Development events.
• Support vendor, catering, and venue coordination, including scheduling, confirmations, and day-of logistics.
• Provide on-site event support with Development Assistant, including setup, check-in, staffing, and breakdown, as needed on evenings and weekends.
• Track attendance and post-event activity and ensure relevant participation is recorded in donor and member records.
• Assist with event budgets, invoices, expense tracking, and reporting.
• Coordinate the execution of the Museum’s annual Gala and Gala Committee meetings in partnership with the Director of Donor Relations and relevant Museum teams. 

Development Communications & Event Marketing 

• Coordinate Development event and engagement communications with Marketing & Communications, including submission of requests, drafting and proofing copy, approvals, and scheduling.
• Maintain the Development communications, social media, and event calendars.
• Coordinate hardcopy and digital invitation distribution and mailing timelines, with support from the Development Assistant.
• Build event pages and draft web copy for Development events.
• Maintain the Development event tracker and ensure key deadlines, communications, and deliverables are up to date. 
  

Membership & Patron Support 

• Provide logistical and administrative support for membership and patron events, programs, and activities in partnership with the Director of Membership and Patron Engagement.
• Coordinate the logistics of member and patron benefit fulfillment.
• Support membership and annual fund mailings through timeline coordination, proofing, approvals, and execution, in partnership with the Development Assistant.
• Assist with annual fund projects and communications as needed. 
  

Department Coordination & Administration 

Own and maintain the Development event and cultivation calendar, including dates, deadlines, deliverables, and logistical requirements. 
Maintain shared event documents, digital files, templates, and other materials to support efficient team coordination. 
Work with the Development Operations Manager to ensure event, membership, and cultivation activity is accurately reflected in Altru. 
Provide project coordination and administrative support for Development presentations, special initiatives, and other priorities as needed. 

Work Style 

• Collaborative and comfortable working with colleagues at all levels and across departments
• Growth-oriented, with initiative and a willingness to take ownership
• Adaptable and able to work quickly through shifting priorities
• Discreet and reliable in handling donor information