About Ballet Memphis
Ballet Memphis aspires to reveal and celebrate the universality of the human experience through dance and movement. The organization was founded in 1986 with the mission to create a ballet company that is reflective of our community and the nation by creating, presenting and teaching ballet in a way that celebrates the human spirit. Over the years, our professional company has developed an extensive original repertoire that spotlights the unique cultural significance of our region. This work has been shared with audiences at home and at venues around the nation, including the Joyce Theater in New York City and the John F. Kennedy Center for the Performing Arts in Washington, D.C., among others. Today, Ballet Memphis operates through four program pillars: a professional dance company, a ballet school and advanced youth ensemble, robust Pilates and wellness offerings, and a growing body of community impact work.
Purpose
The Development Coordinator is a crucial member of the administrative team and works alongside the Director of Development to drive the operational and logistical success of Ballet Memphis's fundraising program through supporting special events, the annual fund and membership, major and board giving, corporate and community sponsorship, planned giving and institutional funding. Based at our Midtown headquarters on Madison Avenue, this role serves as the central hub for event production and advancement operations. The position balances data organization with hands-on execution—such as managing vendors, securing auction items, hosting the donor lounge, working with event committees, and tracking grant deadlines. While utilizing the Spektrix CRM to run invitation lists and track RSVPs, the coordinator’s daily focus is delivering flawless, revenue-generating experiences and ensuring the development department runs on schedule.
Status and Pay
This is a salaried, full-time position eligible for full benefits. The salary for this role is $47,840.
Reporting
The position reports to the Director of Development.
Key Responsibilities
Events
- Serve as thought partner to Director of Development for annual event concepts and strategy, including cultivation, stewardship and fundraising events like the Gala, Nutcracker Tea, Invited Dress Rehearsals, Open Rehearsals, Breakfast at the Ballet, Donor Dinners and more.
- Serve as project coordinator for Gala, Nutcracker Tea, opening-night receptions, and other donor cultivation and stewardship events.
- Build and coordinate fundraising events in Spektrix CRM. Pull invite lists, manage save-the-dates, RSVPs and registration for sponsorships and ticket sales.
- Track and ensure fulfillment of table assignments, recognition and event signage and other sponsor benefits.
- Coordinate the outreach and securing of high-value live and silent auction items, in-kind and donated services and vendor relationships, and track and execute post-event fulfillment.
- Oversee the setup and smooth operational flow of the donor lounge during performances.
- Assist with set-up and staffing of Nutcracker Boutique and volunteers.
- Serve as front-of-house, box office or patron services back-up at events, or to cover front desk as needed.
Development Operations & Institutional Giving
- Ensure timely, accurate fulfillment of donor tax receipts, database updates, and acknowledgement letters.
- Send thank you cards and coordinate thank you calls from leadership and the board of trustees.
- Thank donors and provide gift notification for Memorial and Honorary gifts.
- Serve as vital CRM administrator for Spektrix, devising processes to connect Sawyer, Mind Body and email marketing data into a centralized database.
- Maintain the master institutional giving calendar, tracking all proposal deadlines, reporting dates, and compliance requirements for corporate, foundation, and government grants.
- Assemble required attachments, financial documentation, and background materials to assist leadership with grant submissions and post-award reporting.
- Generate campaign tracking reports, registration updates, and financial reconciliation documents for the Director of Advancement, Executive Director, and Director of Finance.
- Research opportunities for funding from new institutional or corporate partners
- Enter opportunities and track pledges for grant funders, corporate sponsors, and major and board donors.
- Ensure accurate program listings for memberships, societies, funders and sponsors
Annual Fund & Campaign Support
- Refine systems and processes to ensure donor attributes, tags and membership functionalities are optimized for targeted appeals
- Run accurate mailing and email invitation lists within Spektrix to power annual appeals and event invitations, membership renewals and more.
- Coordinate production timelines and coordination with Marketing, printers and mail houses for direct mail and digital appeal pushes, annual report, brochures and other fundraising and stewardship materials.
- Maintain stock and order stationery, remit envelopes and other supplies as necessary for fundraising mailings.
- Monitor patron and donor data to identify prospects for invitation to membership circles, lounge events, or upcoming fundraisers.
- Support special fundraising campaigns like the Pointe Shoe of Nutcracker Campaigns, or Dancer Sponsors.
- Create and automate membership renewals within Spektrix CRM
- Create membership matrix and track benefits fulfillment
- Create corporate sponsor matrix and track benefits fulfillment
Qualifications
- 3-5 years of experience in events, fundraising, or non-profit operations
- Must be highly proficient in Microsoft Office, including Word and Excel.
- Ability to learn new software systems/platforms.
- Enjoys service in customer-facing role.
- Exceptional project management abilities, sharp attention to detail, and a proven track record of managing competing priorities under tight deadlines
- Experience using a non-profit CRM database (such as Spektrix, Tessitura, Salesforce, or Raiser's Edge)
- Professional written and verbal communication skills and discretion in handling sensitive and confidential information
- Growth mindset, and prioritizes continuous improvement
- Collaborative approach to building relationships with the Ballet Memphis team, volunteers, patrons and local businesses and community partners.
- Knowledge of performing arts/nonprofit arts sector preferable.
Ballet Memphis is an equal opportunity employer and do not discriminate against applicants or employees on the basis of sex, race, color, religion, national origin, ancestry or age. In addition, Ballet Memphis does not discriminate against qualified individuals with disabilities or any other legally protected status within applicable federal or state law.
Pay: $47,840.00 per year
Benefits:
- 401(k)
- 401(k) matching
- Dental insurance
- Dependent health insurance coverage
- Health insurance
- Health savings account
- Life insurance
- Paid time off
- Vision insurance
Work Location: In person
