Development Coordinator

Development Coordinator

CATEGORY: Administrative

Williamstown Theatre Festival
New York, NY 10036

Job Details


CLASSIFICATION: Full-Time, Annual Salaried
REPORTS TO: Director of Development & Communications


The Development Coordinator is a full-time, salaried position working out of the New York City office September through May and out of Williamstown June through August.  They coordinate all fundraising appeals, are the first point of contact for questions about making donations to WTF, and serve as the primary contact for WTF donors throughout the year.  Additionally, they are responsible for the planning and execution of all WTF donor events. Other key duties include maintenance of accurate donor records, timely donation processing and acknowledgment, communication and fulfillment of donor benefits, project management for WTF’s annual fundraising Gala in New York City, coordination of the year-round events calendar, Board of Trustees administration, and support for all WTF fundraising activities. 

This position reports to and works closely with the Director of Development & Communications. 

This position offers exposure to a broad introduction to fundraising for the arts, though qualified candidates will have some experience interning in a Development office or working in another capacity at a comparable not-for-profit arts organization.  The ideal candidate is a proactive and enterprising individual with excellent people and project management skills, a keen eye for detail, a commitment to excellence, a passion for direct engagement with and development of performing arts audiences and supporters, and a desire for professional improvement and growth. 

Individual Giving

  • Fully plan and execute semi-annual fundraising appeals
  • Responsible for the accurate processing, timely acknowledgment, thorough pledge tracking, and detailed reporting of all donations to WTF
  • Ensure donor benefit fulfillment and serve as ticket concierge for donors at the $2,500+ level and other VIPs
  • Coordinate the administration of all donor prospecting and moves management activities
  • Serve as the first point of contact for donors and prospective donors to WTF

Special Events
  • Plan annual fundraising Gala, coordinating elements including but not limited to:
    • Venue selection, rental negotiation, catering requirements, decor
    • Silent auction planning, item solicitation, and post-event prize fulfillment
    • Gala invitation design, production, and distribution
    • Gala RSVPs, guest list, guest communications, and event seating
  • Develop and maintain an accurate calendar of donor events and oversee all aspects of these events, including guest lists, guest communications, and event conceptualization and execution 
    • Liaise with event hosts, vendors, WTF staff, and artists to coordinate event logistics
    • Lead on-site execution and supervise seasonal Development staff and other team members working at these events  
  • Plan and execute other events as needed throughout non-summer months

Other Duties
  • Maintain Board of Trustee records and an annual calendar of Board and committee meetings and coordinate relevant meeting communications and logistics
  • Support WTF’s institutional giving activities by proofreading grant applications, tracking institutional pledges, and completing select funder reports
  • Donor database management, including data cleanup, follow-up with donors to correct inaccurate data, and implementing innovative solutions to data management challenges
  • Assist in hiring and supervision of summer Development staff

  • Excellent written and verbal communication skills; able to quickly craft and deliver clear, accurate, and engaging messaging in both internal and external communications
  • Ability to flexibly and creatively adapt to new situations, tasks, or challengesExcellent interpersonal skills; able to interact well with a variety of personalities and individuals including staff, donors, artists, and VIPs
  • Capable of handling multiple projects and prioritizing appropriately
  • Willingness to work until all tasks have been completed
  • Able to foster a cooperative work environment
  • Able to influence others to perform their jobs effectively
  • Four-year college or advanced degree
  • High level of computer aptitude and proficiency in G Suite software
  • Familiarity with PatronManager or other CRM database
  • Availability to work evenings and weekends throughout the year but especially June-August
  • Must maintain confidentiality and security of sensitive patron and company information

In addition to the duties listed above, Williamstown Theatre Festival expects the following of each employee: adheres to WTF policies and procedures; works in a safe manner; performs duties as workload necessitates; maintains a positive and respectful attitude; communicates regularly with supervisor about department issues; demonstrates efficient time management and prioritizes workload; demonstrates regular and consistent attendance and punctuality; meets department productivity standards; participates in WTF events as needed or required; and completes other duties as assigned. 


For over six decades, Williamstown Theatre Festival, recipient of the Tony Award for Outstanding Regional Theatre and the Commonwealth Award for Achievement, has brought emerging and professional theatre artists together to create a thrilling summer festival of premiere work alongside fresh, new productions of the western canon, and offers a rich array of accompanying cultural events including COMMUNITY WORKS, Late-Night Cabarets, along with readings and workshops of new plays.  Under Artistic Director Mandy Greenfield, the Festival launched a New Play and Musical Commissioning Program through which theatre artists including Jocelyn Bioh, Nathan Alan Davis, Halley Feiffer, Justin Levine, Matthew Lopez, Marsha Norman, Jiehae Park, Zoe Sarnak and Benjamin Scheuer, and many others, are creating new work year-round. The Festival runs unmatched training programs for new generations of theatre talent, and artists and productions shaped at the Festival fill theatres in New York, London, and around the country each season.  Williamstown Theatre Festival’s productions of The Bridges of Madison County, The Elephant Man, Fool for Love, Living on Love, and The Visit enjoyed critically acclaimed runs on Broadway, with The Elephant Man and The Visit receiving Tony Award nominations for Best Revival of a Play and Best Revival of a Musical, respectively.  In addition, the Festival’s world premiere productions of Cost of Living (winner of the 2018 Pulitzer Prize for Drama) and Actually played acclaimed Off-Broadway runs at Manhattan Theatre Club, and Paradise Blue had an extended run at Signature Theatre in New York. 

Williamstown Theatre Festival is an equal opportunity employer, committed to telling diverse stories and to fostering an inclusive environment both onstage and off.



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