Stewardship & Donor Relations Coordinator

California-Institute-of-Technology; Pasadena (CA); On-site; USD 64,000 - 101,000; Full time

Job summary

Caltech is seeking a Stewardship Assistant within the Advancement and Alumni Relations (AAR) team in Pasadena. The role supports gift acknowledgments, data handling in the Advance system, and budget administration for the Stewardship team.

Responsibilities include coordinating correspondence for signatures, generating reports, processing materials, and supporting donor events. Requires a bachelor’s degree and 3+ years in admin/project coordination, with strong MS Office skills.

Qualifications

• Bachelor’s degree or equivalent related work experience.
• Three years or more of progressively responsible administrative and project coordination experience.
• Excellent organizational, project and time management skills.
• Meticulous attention to detail and accuracy.
• Excellent written and verbal communication skills.

Responsibilities

• Coordinate daily processing of gift acknowledgments and correspondence for Caltech leadership.
• Maintain and utilize confidential data in the Advance database; run gift reports.
• Prepare and mail materials including gift correspondence, invitations, reports, donor gifts.
• Track stewardship team budget and reconcile expenditures; assist with cost projections.
• Manage meeting schedules and provide admin support at meetings; follow up on action items.
• Assist with donor recognition events and donor gift mailings.

Skills

Project coordination

Administrative support

Microsoft Office

Data handling

Communication skills

Attention to detail

Education

Bachelor’s degree or equivalent

Tools

Advance database

SharePoint

Excel

PowerPoint

Job description

Caltech is seeking a Stewardship Assistant within the Advancement and Alumni Relations (AAR) team in Pasadena. The role supports gift acknowledgments, data handling in the Advance system, and budget administration for the Stewardship team.

Responsibilities include coordinating correspondence for signatures, generating reports, processing materials, and supporting donor events. Requires a bachelor’s degree and 3+ years in admin/project coordination, with strong MS Office skills.