Philanthropy and Board Operations Manager

TITLE: Philanthropy and Board Operations Manager

DIVISION: Philanthropy

REPORTS TO: Chief Executive Officer

SUPERVISES: None

LOCATION: Bozeman, MT or Remote

FLSA STATUS: Exempt

GROUP: Core

HOURS: Full time averaging 40 hours per week. 

BENEFITS: Relocation, Paid Time Off (23 Vacation, Holidays, Sick, Volunteer), Medical Insurance with optional Flexible Savings or Health Savings Account & Dependent Care Account, Short-term Disability Insurance Voluntary Vision, Dental, Life, Critical Illness, & Accident Insurance, Work Role Provisions, American Prairie Lodging Perks, Corporate Discounts

JOB PURPOSE: 

The Philanthropy and Board Operations Manager partners closely with the CEO to maximize strategic impact and advance American Prairie’s mission, with primary responsibility for supporting fundraising and donor and Board engagement. As the CEO’s key philanthropy support partner, this role drives fundraising efforts, helps cultivate and steward relationships with donors and the Board of Directors, and supports the CEO in working with the Board to advance the organization’s mission.

The secondary focus of this role is Board operations, ensuring seamless coordination of Board and Board committee activities. The role also manages administrative and operational functions, including project and information management, travel coordination, and other initiatives that enable efficient executive operations and alignment across the top level of the organization

This position works primarily with the CEO and provides additional support to the COO and Executive team as needed. 

JOB DUTIES:

40% Donor Relations Management

• Serve as a fundraising partner for CEO, in coordination with the Philanthropy Team, by drafting correspondence, capturing meeting notes and next steps, managing the CEO’s donor portfolio and moves management process , and updating contacts in Salesforce.
• Collaborate closely with the Philanthropy Team, attending campaign committee meetings and coordinating on volunteer outreach and management, within the structure of the fundraising campaign.  
• Conduct research and information gathering on behalf of the CEO and prepare summaries and reports. 

40% Board Liaison

• Serve as the primary liaison between staff and the Board of Directors, and a partner to the Board Chair, Board Secretary, and CEO in Board management.
• Drive development and maintenance of positive relationships, effective communications and frequent engagement between staff leadership and Directors.
• Manage annual calendar of Board meetings, committee meetings and optional, topic-specific virtual calls.
• Manage Board meeting logistics including material compilation and distribution.
• Attend and produce minutes for all Board of Directors meetings in coordination with the Secretary of the Board.
• Support committee chairs and staff leads with meeting agendas, note taking and managing ongoing projects.
• Lead assembly of quarterly Board reports including coordination with staff stakeholders, proofreading, and document preparation and delivery.
• Maintain internal records and assure compliance with Board of Directors by-laws; support orientation for new Directors; serve as primary point person for Director correspondence. 
• Craft and distribute frequent communications with Directors and Emeritus Directors that keep them inspired and up-to-date on progress toward mission.

20% Executive Support

• Complete a broad variety of administrative tasks that facilitate the CEO’s ability to effectively lead the organization, including assisting with and managing special projects, maintaining general knowledge of all activities and projects the CEO is involved in, and coordinating with staff on projects / priorities of the CEO.
• Administer activity for executive social media accounts.
• Plan, coordinate, and ensure the calendar for the CEO is managed effectively. 
• Work closely with the CEO to keep them well-informed of upcoming commitments and responsibilities, following up appropriately.
• Arrange and schedule travel logistics for the CEO, and other staff, as needed. 
• Prepare monthly expense reports. 
• Coordinate, create, edit, and distribute both internal and external correspondence on behalf of the CEO.
• Develop positive and strategic relationships at all levels of the organization.

QUALIFICATIONS: 

Required: 

• Enthusiasm for and positive representation of American Prairie’s mission, values, goals, and culture.
• 3-5+ years of experience in Philanthropy or Board Operations/ RelationsExperience working with a non-profit organization.
• Donor relations experience.  
• Exceptional project management experience. 
• Strong editing and proofreading skills, with exceptional attention to detail and the ability to ensure clarity, accuracy, and consistent organizational voice.
• Ability to work autonomously and take initiative. 
• High degree of energy, self-motivation, and flexibility.
• Ability to multitask, meet tight deadlines, work well under pressure, handle multiple simultaneous responsibilities.
• Discrete and able to handle confidential information. 
• Ability to exercise good judgment in a variety of situations. 
• Exceptional time-management, planning, and administrative skills.
• Exceptional  written and spoken communication and administrative skillsExcellent interpersonal skills.
• Demonstrate a high level of diplomacy, sound judgment, and discretion when dealing with donors, volunteers, and partner organizations. 
• Excellent computer skills and proficient in G Suite, Keynote and other related software.
• Able to work a variable schedule, including weekends, evenings as the job deliverables demand.
• Ability to travel to special events, site visits and staff off-sites as needed.
• Valid driver’s license, acceptable driving record, and ability to drive including in the field.

Preferred: 

• Experience with direct fundraising and solicitation.  
• Experience with Salesforce.
• Bachelor's degree.

Apply on our Career site HERE