Donor Relations & Events Operations Lead

Para Site; Hong Kong; On-site; HKD 260,000 - 420,000; Full time

Job summary

Para Site in Hong Kong is seeking an Operations Coordinator to support fundraising administration, donor and patron relations, events, and day-to-day operations. The role requires meticulous record keeping, strong organisation, and the ability to coordinate multiple tasks within a collaborative team; the appointment is a one-year fixed-term contract with potential renewal.

Key duties include managing donor communications, coordinating gala events, supporting grants and sponsorships, and

Qualifications

• Bachelor’s degree in the arts, humanities, or related discipline.
• At least 2 years of work experience in events operations and administration, preferably at a non‑profit cultural organisation.
• Experience in fundraising and/or cultural events is a plus.
• Strong communications, organisational and numerical skills; proficient in Excel and CRM management.

Responsibilities

• Provide administrative support for donor cultivation and patron programmes including venue booking, guest list management, event coordination, liaising with artists, making travel arrangements and archiving.
• Provide support to the smooth execution of the Annual Gala and Benefit Auction from start to finish.
• Provide frontline services to donors, related to donation transactions, information updates, donation receipts, and other kinds of enquiry.
• Work closely with the Communications Manager for patron newsletters, programme booklets.
• Research, compile, and draft preliminary grant applications and reports under the supervision of the senior management team.
• Assist with invoice processing, tracking receipts, light bookkeeping preparation, and vendor communication.
• Coordinate accommodation, travel, visa, and hospitality matters for visiting artists, curators, and special guests.
• Assist with scheduling meetings, calendar maintenance, and minutes taking at team meetings and external project meetings.
• Manage constituent databases and contact mailing lists on fundraising platforms.
• Process incoming donations and reconcile records with the finance team.
• Ensure timely and accurate filing of agreements, donation proofs, reports, correspondence with donors and funders.
• Maintain daily gallery operation and manage front-of-house helpers during weekends and public programmes.
• Support shift scheduling and assignment of work duties to interns and casual helpers.
• Support the PS shop, including inventory management, maintaining accurate inventory and sales records.
• The role includes ensuring confidentiality and secure handling of donor information.

Skills

Excellent communications

Administrative skills

Time management

IT skills

Excel

CRM management

Education

Bachelor’s degree in the arts, humanities, or related discipline

Tools

Excel

CRM management

Job description

Para Site in Hong Kong is seeking an Operations Coordinator to support fundraising administration, donor and patron relations, events, and day-to-day operations. The role requires meticulous record keeping, strong organisation, and the ability to coordinate multiple tasks within a collaborative team; the appointment is a one-year fixed-term contract with potential renewal.

Key duties include managing donor communications, coordinating gala events, supporting grants and sponsorships, and