Job Summary

The Philanthropic Engagement Administrative Coordinator provides comprehensive administrative support to the Philanthropic Engagement team and the Director of Philanthropic Engagement. This position is an integral member of the Philanthropic Engagement team and a crucial component in helping the team achieve fundraising objectives.

This is a regular, full-time role located in San Francisco, CA.

The deadline to apply for this role is 5:00 pm Pacific on Wednesday, September 25th, 2024.

Duties & Essential Job Functions

Executive Administration (45%)

Demonstrate ownership over day-to-day administrative support and contribute to a positive and highly productive office atmosphere
Collaborate closely with cross-department administrators to ensure smooth communication and coordination
Serve as a key resource for the department and leverage a network of resources to solve problems
Complex calendar management including scheduling meetings, confirming appointments, and resolving scheduling conflicts
Make travel arrangements, prepare trip itineraries, and anticipate additional materials needed for meetings, events, and gatherings
Assist with budget coding and the timely submission of all invoices and expense reports for the department
Manage the Director’s contact portfolio, facilitating engagement, gift discussions, and stewardship activities
Provide administrative support for the Fundraising Board Committee, including meeting logistics and documentation
Provide donor research as requested in support of donor engagement activities
Provide miscellaneous administrative support for department staff members as necessary

Department Operations Support (45%)

Conduct prospect research to support fundraising goals
Coordinate department reports for Senior Executive Committee, Board of Directors, and more
Prepare and coordinate stewardship and gratitude correspondence and activities to thank volunteers and donors
Add information to the Salesforce donor database on behalf of gift officers as requested
Record and report meeting minutes for team meetings and cross-departmental meetings including producing meeting materials, taking meeting minutes, managing related calendars, drafting meeting agendas, and tracking Committee Member deliverables and action items
Draft presentations and materials, including basic design and content gathering
Business writing including cover letters and donor communications
Utilize an array of tools for communications and workflow such as G-Suite (Gmail, Calendar, Google Drive, Documents, Sheets, Slides, etc.) Asana, Slack, Salesforce and other software and cloud-based applications
Assist in planning and production of events in San Francisco, Black Rock City, and other cities as required. This may include preparing invitation lists, tracking responses, event logistics and planning, and follow-up appreciations
Support fundraising events as requested both on and off playa
Additional administrative support for the department as needed

Other Functions and Responsibilities (10%)

Exercise discretion and independent judgment with respect to matters of significance within the department
Perform other duties as assigned

LEARNING AND TEACHING

Documentation - Assists in the creation, publishing, and maintenance of process documentation related to their assigned duties
Knowledge sharing – Helps acculturate and educate junior staff in Burning Man culture and business processes
Training development - Collaborates with the education team to develop training materials in their area of expertise, as requested
Learning – Pursues ongoing learning in their area of expertise, working to stay current on emergent knowledge, skills, and processes

Qualifications

REQUIRED

3+ years of executive administrative support experience
Excellent organizational and time management skills
Familiarity with G Suite (Gmail, Calendar, Google Drive, Documents, Sheets, Slides, etc.) Asana, Slack, Salesforce and other software and cloud-based applications
Exceptional written and verbal communication skills with ability to speak and write persuasively
Ability to learn new software, database systems, and other technologies that support development
Strong ability to manage many projects and shifting priorities at once
Consistent attention to detail
Ability to work effectively, professionally, and with a positive attitude across various member groups within the Burning Man community including artists, board members, donors of all financial capacities, and colleagues
Exercise discretion and integrity with regard to financial information and fundraising code of ethics
Actively understand, internalize, and support Burning Man culture; joyfully sharing and promoting fundraising opportunities

Preferred

A Bachelor’s Degree
Salesforce experience
Fundraising experience
It is helpful if the candidate has previously been to Burning Man and/or is familiar with its culture

Note: If you have gained the necessary experience to succeed in this role and have acquired this experience in other ways, we encourage you to apply and share all relevant experience in your application.

Required Licenses/Certifications

Valid driver’s license and a good driving record

WHAT’S IN IT FOR YOU?

We are certain that working for Burning Man Project is unlike any other job on the planet! In addition to the unique opportunity to participate and contribute to our global community and culture within a creative, fun, and inspiring work environment, we’re also thrilled to provide the following:

COMPENSATION:

Individual compensation decisions are dependent on a variety of factors, including prior experience and geographical location. The anticipated salary range for this position is $68,000.00 - $73,000.00 annually.

ADDITIONAL BENEFITS:

Health benefits: medical, dental, vision insurance for employees and dependents
Long term disability and life insurance
401k retirement plan with voluntary employee contribution
Accrued vacation and sick time: Up to 10 days vacation per 12 months on assignment
Additional annual paid time off in accordance with policy guidelines; 7 paid holidays annually, in addition to paid office closure during December 24th - January 1st
Paid parental and bonding leave
Communications benefits for remote employees; reimbursement of up to $120/month for home office internet and phone expenses
Commuter benefit program
Mental health support, life coaching, financial and legal consultation services through our employee assistance program
Professional development fund along with unique leadership and learning opportunities
Equipment and tools necessary to succeed in a remote friendly workplace

Physical Requirements/Work Environment

Off-playa: Work is primarily sedentary in nature; no special demands are required
On-playa: Work is primarily sedentary but will also include the need to find and meet with department representatives who may not be in the vicinity therefore, this could include walking or using some form of transportation. Some of the work will be in outside weather conditions and exposed to fumes or airborne particles, as well as possible extremes in temperature

NOTICE FOR ALL APPLICANTS:

Burning Man Project celebrates the importance of creating a diverse environment and enthusiastically encourages Black, Indigenous, Peoples of Color, LGBTQIA+, Immigrant, women, and people with disabilities, of all ages, to apply
Burning Man Project provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training
Pursuant to the San Francisco Fair Chance Ordinance, we will consider for employment qualified applicants with arrest and conviction records

Burning Man Project jobs

Administrative Coordinator, Philanthropic Engagement