Develoment Coordinator

Arts Hacker; Cleveland (OH); On-site; USD 48,000 - 52,000; Full time

Benefits offered by this job

Health insurance

HSA contribution

Paid time off

Company holidays

Retirement plan

Job summary

Apollo’s Fire, based in Cleveland, OH, is seeking a Development/Administrative Coordinator to support donor processing, records management, and outreach. You will help prepare letters, tax receipts, and communications, while maintaining data integrity and contributing to campaigns and events.

The role emphasizes collaboration with a small, fast-moving team, strong organizational skills, and a commitment to the performing arts. Familiarity with CRM tools and reporting is a plus.

Qualifications

• Bachelor’s degree or equivalent work experience.
• Strong organizational and communication skills.
• Professionalism, warmth, discretion and good judgment.
• Ability to manage multiple projects, deadlines and priorities.
• Interest in fundraising and relationship-building.

Responsibilities

• Gift Processing & Donor Records: accurately record charitable contributions and maintain donor data.
• Prepare donor acknowledgements and tax receipts in a timely manner.
• Support donor stewardship, events, and fundraising campaigns.
• Assist with grant calendars, reporting, and institutional giving.
• Provide administrative support to development staff and calendars.

Skills

Excellent organizational skills

Strong written and verbalcommunication

Professionalism and discretion

Ability to manage multiple projects

Relationship-building enthusiasm

Education

Bachelor’s Degree or equivalent work experience

Tools

CRM software

Microsoft Word

Excel

Job description

Responsibilities:

• Gift Processing & Donor Records
  • Process and record charitable contributions accurately and promptly in Apollo’s Fire’s CRM, Spektrix.
  • Prepare and coordinate timely donor acknowledgement letters and tax receipts.
  • Maintain accurate donor records, contact information, giving histories, notes, relationships, and other development data.
  • Assist with pledge tracking, matching gifts, donor-advised fund gifts, stock gifts, and other forms of charitable giving.
  • Conduct routine database cleanup and help maintain high standards for data integrity.
  • Reconcile contributed-revenue records with appropriate staff and assist with regular fundraising reports.
• Development Operations
  • Provide administrative support to senior development staff and the broader fundraising program.
  • Maintain development calendars, donor lists, prospect information, solicitation schedules, and moves-management records.
  • Prepare donor and prospect research, briefing materials, meeting notes, and follow-up materials.
  • Assist with department correspondence, mailings, donor communications, and fundraising campaigns.
• Donor Stewardship & Engagement
  • Help provide warm, responsive service to Apollo’s Fire donors.
  • Assist with donor communications before and after special events and concerts.
  • Attend concerts and events to assist with donor hospitality and relationship-building.
  • Over time, develop relationships with a small portfolio of donors as appropriate, providing an opportunity to gain hands-on fundraising experience.
• Grants & Institutional Giving
  • Maintain calendars of grant deadlines, reporting requirements, and supporting materials.
  • Assist with assembling grant applications and reports.
  • Maintain organized institutional funder records and supporting documentation.
• Events
  • Provide logistical and administrative support for Apollo’s Fire’s annual Gala and other fundraising events.
  • Maintain invitation, RSVP, sponsorship, guest, and donor information.
  • Assist with event communications, materials, registration, and follow-up.
  • Work collaboratively with staff, volunteers, Board members, vendors, and event committees as needed.
• General
  • Collaborate with colleagues across Apollo’s Fire to support a strong organization-wide culture of philanthropy.
  • Maintain discretion and confidentiality regarding donor and organizational information.
  • Assist with other Development projects and responsibilities as assigned by your supervisor.

Qualifications:

• 2-3 years of development or related experience preferred; non-profit or performing arts experience is a plus.
• Bachelor’s Degree or equivalent work experience
• Excellent organizational skills and exceptional attention to detail
• Strong written and verbal communication skills
• Professionalism, warmth, discretion, and good judgment
• Ability to manage multiple projects, deadlines, and competing priorities;
• Proficiency with Microsoft Word, Excel, and CRM software.
• Ability to work both independently and collaboratively as part of a small, fast-moving team
• Enthusiasm for relationship-building and an interest in developing as a fundraising professional
• A commitment to providing donors and colleagues with responsive, thoughtful service, and an appreciation for the performing arts and enthusiasm for Apollo’s Fire’s mission
• Applicants must have a valid driver’s license and own mode of transportation.

Compensation & Benefits:

Full-time exempt

Salary: $48,000-52,000, commensurate with experience, plus benefits.
Comprehensive benefits package including:

• 100% employer-paid health insurance (employee-only).
• Employer-subsidized monthly HSA contribution.
• Two weeks of paid time off, one week paid time off between Christmas and New Year’s with office closure, seven company bank holidays, and two additional personal floating holidays.
• Optional employee subsidized dental coverage.
• Optional employee-subsidized 403(b) retirement plan.

About Us:

GRAMMY award-winning ensemble Apollo’s Fire (AF), based in Cleveland, OH, is one of the world’s leading period-instrument baroque orchestras. Under the direction of Artistic Director Jeannette Sorrell, AF performs approximately 40 concerts per year in Northeast Ohio, maintains a growing Chicago series, and tours nationally and internationally at venues including Carnegie Hall, the BBC Proms (London), and the Metropolitan Museum of Art.

AF’s educational and outreach programs bring music into schools, neighborhoods, and community spaces, reaching thousands each year through workshops, FREE Family Concerts, and innovative programming. Apollo’s Fire has an annual budget of approximately $4 million, with Development responsible for around $2 million in revenue.

Apollo’s Fire is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive and equitable organization and music community.