Development and Office Coordinator

Free to Live Animal Sanctuary; Guthrie (OK); On-site; USD 38,000 - 54,000; Full time

Job summary

Okcnp is seeking a Development and Office Coordinator to support the Executive Director and Operations Director in coordinating fundraising activities and managing day-to-day administrative operations of the animal sanctuary.

The ideal candidate is organized, proactive, and detail-oriented, with a passion for animal welfare and the sanctuary’s mission, and will help engage donors, track grants, and ensure smooth office operations.

Responsibilities

• Coordinate daily office operations, scheduling, and general communications.
• Maintain donor records and coordinate timely donation acknowledgments and communications.
• Track grant deadlines and assist with grant proposals, supporting documents, and funder reports.
• Assist with fundraising event logistics, sponsorships, registration, and volunteer coordination.
• Support board meetings, special projects, and other nonprofit initiatives as assigned.

Job description

The Development and Office Coordinator supports the Executive Director and Operations Director in coordinating fundraising activities and managing the day-to-day administrative operations of the animal sanctuary. This position helps ensure that donors are engaged and appreciated, grant deadlines are met, office operations run smoothly, and development activities are organized and effective.

Working as part of a small, mission-driven team, the coordinator helps sustain the sanctuary’s work through reliable administrative support, thoughtful donor communications, grant coordination, and fundraising assistance. The ideal candidate is organized, proactive, detail-oriented, and passionate about animal welfare and the sanctuary’s mission.

Office Coordination and Administration

Coordinate daily office operations, supplies, equipment, vendors, scheduling, and general communications.

Maintain organized electronic and physical files, shared calendars, records, and administrative systems.

Coordinate meetings, prepare materials, track action items, and provide administrative support to the Executive Director and staff.

• Assist with routine correspondence, data entry, document preparation, and volunteer onboarding logistics.

Development and Donor Relations

• Maintain accurate donor records and coordinate timely donation acknowledgments and thank-you communications.
• Assist with donor stewardship, fundraising appeals, newsletters, and impact updates that share the sanctuary’s mission and the stories of the animals in its care.
• Support the Executive Director with donor research, meeting preparation, and follow-up.
• Coordinate fundraising campaign logistics and maintain development calendars and reports.
• Help ensure donors understand how their contributions support animal care, sanctuary operations, and long-term sustainability.

Grant Coordination and Reporting

• Research grant opportunities from foundations, corporations, and other funding sources that support animal welfare and sanctuary operations.
• Track grant application, renewal, and reporting deadlines.
• Assist with grant proposals, applications, supporting documents, and funder reports.
• Coordinate with animal care, program, and finance staff to gather information, budgets, photographs, and outcome data for grant submissions.

Fundraising Events and Sanctuary Support

• Assist with fundraising event logistics, sponsorships, registration, volunteer coordination, and donor recognition.
• Support campaigns, tours, open houses, and community engagement activities as appropriate.
• Help collect animal stories, photographs, and updates for fundraising and donor communications, following sanctuary policies for animal welfare, privacy, and visitor safety.
• Support board meetings, special projects, and other organizational initiatives as assigned.
• Priorities in a Small Nonprofit

Priorities in a Small Nonprofit

Responsibilities will be prioritized to balance essential operations with development support:

Office coordination: Keep daily operations, scheduling, communications, and records organized.
Core development activities: Maintain donor records, acknowledge gifts, track grant deadlines, and coordinate fundraising communications and reporting.
Special projects and events: Provide additional support based on sanctuary needs, deadlines, and available capacity.
The Executive Director will establish priorities and help manage competing demands during busy fundraising periods, grant deadlines, and special events.