Manager, Philanthropy Administration

SUMMARY

The Manager, Philanthropy Administration manages the department-wide administrative processes that support Houston Grand Opera's fundraising efforts. This role has primary responsibility for coordinating philanthropic gifts and for the documentation associated with them, including gift agreements, statements of intent, and probate and estate gift documentation. The Manager also oversees key administrative processes and workflows, ensuring the Philanthropy team has the systems, information, documentation, and operational support needed to carry out fundraising and donor engagement initiatives effectively.

DUTIES AND RESPONSIBILITIES

- Coordinate department-wide administrative processes and organizational workflows to support the successful execution of Philanthropy initiatives and fundraising operations.

- Coordinate the creation, review, execution, distribution, and maintenance of gift agreements and statements of intent, ensuring complete and accurate documentation.

- Coordinate the administration and documentation of legacy gifts, including bequest intentions, probate and estate gifts, and other planned gifts, working with donors, donor representatives, legal counsel, executors, and internal HGO stakeholders to facilitate the gift process from initial intent through final receipt.

- Maintain a centralized, confidential system of records for legacy gift commitments and expectancies, including bequest documentation, beneficiary designations, and estate correspondence, and ensure this information is accurately reflected in Tessitura.

- Coordinate with Finance and other internal departments to ensure gifts are properly documented, processed, acknowledged, and administered in accordance with donor intent and HGO policies.

- Prepare and produce gift acknowledgement letters, pledge reminders, and other gift-related correspondence.

- Support in-house solicitation mailings and stewardship initiatives.

- Maintain the cleanliness and integrity of Tessitura data in accordance with established policies, procedures, and data standards.

- Receive and process returned mail for the Philanthropy Department, researching and updating donor records as appropriate.

- Serve as primary administrator of the Philanthropy Department's SharePoint site, maintaining and updating content and resources as needed.

- Manage Founders Salon activity and coordinate the scheduling of Philanthropy team performance duties for each repertoire throughout the opera season.

- Maintain performance reports for each opera within a given repertoire, ensuring Philanthropy staff have accurate and timely information.

- Assist with staffing and administrative support for HGO donor events and Signature Events as requested.

- Provide administrative coordination and support for department-wide projects, initiatives, and priorities.

- Perform other duties as assigned.

QUALIFICATIONS

Bachelor's degree required.  Experience in an office setting in required, with a preference for experience in philanthropy.  Exceptional interpersonal skills that support meaningful relationships with organizational leadership, staff, and high-level volunteers. Proven ability to maintain confidentiality, prioritize assignments, and manage time effectively.  Proficiency in donor management software or CRM systems (e.g., Tessitura, Raiser's Edge, Salesforce).

SPECIAL JOB CHARACTERISTICS

We seek a resourceful, proactive, self-starter who can independently solve problems and prioritize key tasks in a fast-paced environment. Successful candidates will be natural motivators, who encourage and empower others to meet ambitious goals. Must be highly organized with strong attention to detail. High level of personal and professional ethics. Ability to work flexible hours (including evenings and weekends) and willingness to attend donor events, performances, and meetings as needed.  Knowledge of opera is a plus, and a passion for the performing arts is essential.