Executive Development Coordinator

Job Title: Executive Development Coordinator

Location: Pasadena, CA

Department: Development

Employment Type: Full-Time

FLSA Status: Non-Exempt

Pay Range: $25.00 – $30.00 per hour

Work Arrangement: In-Office

Job Summary

The Executive Development Coordinator supports the organization’s fundraising, donor relations, and Board of Directors operations, while also providing limited executive administrative support to the Executive Director. This role ensures smooth day-to-day development operations, strengthens donor and board engagement, and supports organizational effectiveness through strong coordination, communication, and follow-through.

The majority of this role is focused on development and board-related responsibilities, with executive administrative support typically limited to approximately 5 hours per week, increasing to up to 10 hours during peak periods such as board cycles, major fundraising efforts, or special initiatives.

Essential Duties and Responsibilities:

Development & Donor Relations (40–45%)

Prepare and send donor acknowledgments and tax letters in a timely manner

Draft personalized thank-you letters and stewardship communications

Support donor follow-up and stewardship activities

Assist with donor recognition projects and special development initiatives

Administrative Support (30%)

Maintain and manage DonorPerfect database records, reports, and routine data checks

Prepare and manage purchase orders accurately and in a timely manner

Maintain organized records and documentation across departments

Provide general administrative support to the Development and Communications team

Manage in-kind donation processing, including solicitations, intake forms, tracking, and receipts

Support board-related communications and administrative needs

Events & Meetings (15%)

Provide administrative and logistical support for fundraising events and meetings

Prepare materials, track details, and assist with on-site or virtual coordination

Support post-event follow-up and documentation

Executive Director Support (10–15%, Variable)

Provide administrative support to the Executive Director related primarily to board and fundraising activities

Coordinate Board of Directors meeting logistics including scheduling, agendas, materials, and food/beverage orders

Maintain accurate board giving and participation records

Track progress toward board giving goals and follow up as needed

Serve as a liaison with board members and external stakeholders

Handle sensitive information with discretion and professionalism