Manager, Philanthropy Administration

HOUSTON GRAND OPERA ASSOCIATION INC • Houston, TX

9d • Onsite

About The Position

The Manager, Philanthropy Administration manages department-wide administrative processes and workflows that support Houston Grand Opera’s fundraising and donor engagement initiatives. The role has primary responsibility for coordinating philanthropic gifts and maintaining related documentation, including gift agreements, statements of intent, and probate and estate gift records. The Manager ensures the Philanthropy team has accurate systems, information, documentation, and operational support.

The position coordinates gift and planned-gift administration from initial donor intent through final receipt, working with donors, donor representatives, legal counsel, executors, Finance, and internal stakeholders. It maintains confidential records and accurate Tessitura data, supports acknowledgements, pledge reminders, solicitation mailings, stewardship, donor events, and department projects. The role also administers the department’s SharePoint site and coordinates Founders Salon activity and Philanthropy team performance duties throughout the opera season.

Houston Grand Opera’s mission is to enrich its diverse community through the art of opera by creating, curating, exploring, and producing experiences centered around the human voice. The organization welcomes candidates whose experience may not align perfectly with every qualification.

Requirements

• Bachelor’s degree.
• Experience in an office setting.
• Exceptional interpersonal skills to support meaningful relationships with organizational leadership, staff, and high-level volunteers.
• Ability to maintain confidentiality, prioritize assignments, and manage time effectively.
• Proficiency in donor management software or CRM systems.

Nice To Haves

• Experience in philanthropy.
• Knowledge of opera.
• Passion for the performing arts.

Responsibilities

• Coordinate department-wide administrative processes and organizational workflows that support 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 administration and documentation of legacy and planned gifts, including bequest intentions, probate and estate gifts, working with donors, representatives, legal counsel, executors, and internal stakeholders from initial intent through final receipt.
• Maintain a centralized, confidential record system for legacy gift commitments and expectancies, including bequest documentation, beneficiary designations, and estate correspondence, and ensure records are accurately reflected in Tessitura.
• Coordinate with Finance and other internal departments to ensure gifts are documented, processed, acknowledged, and administered in accordance with donor intent and HGO policies.
• Prepare 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.
• Manage Founders Salon activity and coordinate scheduling of Philanthropy team performance duties for each repertoire throughout the opera season.
• Maintain performance reports for each opera within a 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.

Benefits

• Comprehensive and affordable health benefits.
• Generous paid time off.
• 403(b) retirement plan with employer match.
• Flexible work schedule.
• Professional development fund and opportunities.
• Discounted parking in the Theater District garage and nearby lots, plus access to Metro transportation.
• Free tickets to mainstage and community productions and events.

What This Job Offers

• Job Type: Full-time
• Career Level: Manager