Development Coordinator, Events and Administration

The Morton Arboretum is a world-renowned nonprofit organization dedicated to a greener, healthier, more beautiful world where people and trees thrive together. We are seeking an experienced individual to join our team to provide event and administrative coordination in the Development department. To be successful in this position, the candidate will need to be detail-oriented, well-organized, customer service-focused, and enjoy collaborating with colleagues within the department and across the institution. You’ll be part of a great team working together to make the Arboretum exceptional.

Position Summary: Provide event and administrative support to the Development department operating with initiative, professionalism, and discretion. Key responsibilities include coordinating arrangements for meetings and events, providing principal oversight of event registration functions, and handling Development department office operations. Engage donors, members, volunteers, and colleagues throughout The Morton Arboretum to build long-term relationships and increase awareness of and support for the organization’s mission and goals.

Essential Functions: 

• Provide principal coordination of donor event and travel registration activities, including mailing list creation, registration page upkeep, guest list management, nametag/table card creation, liaising with invitees/registrants via phone and email, and managing day-of event registration. 

• Assist in the processing and tracking of fundraising event donations for fundraising events including, but not limited to, the Evergreen Gala and athletic race fundraising initiatives.  

• Serve as a key point of contact for general development department inquiries and route appropriately. Act as co-principal administrator for the Donor Relations and Chicago Marathon Team hotline and email inboxes.

• Provide principal coordination and process oversight of individual donor stewardship activities such as sympathy or celebratory cards, gifts, and supplies. 

• Oversee coordination of logistics for individual donor meetings and visits for Development directors and Major Gift Officers, from inception to completion of the meeting; including but not limited to room reservations, room layout, technology support, catering, and parking. 

• Handle department administrative functions including new staff onboarding support, office management, department calendar usage, maintaining supplies, ordering vendor services, and managing select in-house mailings. 

• Administer expense reporting and travel arrangements for Development directors. 

• Supervise volunteer(s) as needed. 

• Demonstrate alignment with the Arboretum’s employee core values to be inclusive, take ownership, work together, keep learning, and make the Arboretum exceptional.

• Other duties as assigned. 

Qualifications: Associate degree required, Bachelor’s degree preferred. 2+ years experience in administrative support, events, or similar role required. Must have excellent organizational, communication, office management, and clerical skills. High degree of confidentiality required. Outstanding interpersonal skills and ability to relate to a variety of people from all walks of life. Proficiency with Microsoft Office and Google applications strongly preferred. Experience using database systems required with knowledge of Constituent Relationship Management system. 

Success Factors: Strong interest in the mission of the Arboretum and a keen understanding of the importance of philanthropic support to the success of non-profit organizations. Ability to develop and maintain broad knowledge and understanding of the department and organization's operations and policies to assist the Development department, and to interact effectively with individuals internally and externally at all levels. Accurate and detail-oriented to ensure high quality, professional communications and positive interactions with volunteer leadership, donors, and  staff. Ability to successfully navigate a deadline-driven environment and work both independently and collaboratively. Ability to manage multiple tasks at the same time and provide a creative approach to problem-solving. Ability to use sound judgment and appropriate flexibility in making decisions that reflect a culture of philanthropy dedicated to serving donor and institutional needs. Positive, friendly, responsive, and flexible. 

Physical Demands and Work Environment: The physical demands and work environment characteristics described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform these essential functions.

• Physical Demands: Requires some physical activity: limited lifting and carrying (up to 30 lbs.), and occasional travel around the Arboretum and locally.

• Work Environment: Office environment. Work is primarily performed indoors with occasional outdoor activity. 

• Equipment: General office equipment, Arboretum golf cart.

• Schedule: Position requires occasional extended work hours, including evenings and weekends.

The expected hiring range for this nonexempt position is annualized at $50,000-$53,000 based on experience that will be evaluated during the candidate selection process. We believe in the importance of pay equity and consider the internal equity of our current team members as a part of the final offer. This position is also eligible for a competitive benefits package 

For full consideration, please include a resume and cover letter with application.

The Morton Arboretum is a champion for diversity, supporting a culture of inclusion that attracts, inspires, and engages people to achieve success. The Arboretum is committed to hire and develop employees based on job-related qualifications irrespective of race, religion, color, national origin, sex, sexual orientation, gender identity, age, disability, or veteran status. To increase diversity in professions related to the public garden realm, we encourage applications from underrepresented minorities, persons with disabilities, and veterans.  

The Morton Arboretum is dedicated to complying with our obligations as an equal opportunity/affirmative action employer. All applicants are guaranteed equal consideration for employment.