Philanthropy Administrative Coordinator

Unbound•Kansas City, KS

About The Position

The Philanthropy Administrative Coordinator provides high-trust administrative, scheduling, and workflow support for the Philanthropy Team. This role helps the team operate with consistency, speed, and donor-centered discipline by coordinating calendars, routing leads, maintaining clean follow-through, and supporting the systems that move donors from interest to meaningful relationships. Reporting to the Development Operations Manager, this position serves as an internal coordinator for the team and is especially responsible for helping manage the Vice President of Philanthropy's calendar, including scheduling donor meetings, discovery visits, internal strategy sessions, and follow-up touchpoints. The role also supports lead flow generated through MarketSmart and related tools so that no qualified opportunity sits idle and every prospect receives timely, thoughtful next steps. As Unbound grows major gifts, planned giving, and campaign activity, the Philanthropy Team needs stronger day-to-day coordination around donor movement, calendar discipline, lead management, and internal accountability. This role helps create the operational backbone for that work. Who We Are Unbound is an international nonprofit based in Kansas City, Kansas, and founded by lay Catholics grounded in the Gospel call to put the needs of the marginalized and vulnerable first. Our mission is to support families and communities worldwide on their self-directed paths out of poverty. Our vision is to build a world free from poverty where all people have access to resources, community support and the ability to make decisions that improve their lives and uphold human dignity. Unbound offers a practical way for sponsors, donors and volunteers to make a personal and direct impact as partners in our global community. Through walking with a child and family, youth, elder or community on their path out of poverty, our supporters have an opportunity to expand their worldviews and be part of creative solutions to poverty.

Requirements

High School Diploma (or GED) required.
Minimum of 3 to 5 years of experience in administrative support, executive support, development operations, fundraising support, sales support, or related field.
Experience supporting calendars and scheduling for senior leaders, preferably in a donor-facing, sales, or relationship-management environment.
Experience coordinating meetings with external constituents such as donors, clients, board members, or senior stakeholders strongly preferred.
Strong written and verbal communication skills.
Project coordination experience and an ability to keep others organized through reminders, follow-up, and process discipline.
Must possess a positive attitude and be open to new ideas with the ability to listen carefully, try new things, suggest alternatives, and solve challenges.
Self-starter, action oriented.
Influential and collaborative communication style.
Forward thinker and business savvy.
Demonstrate diversity by recognizing the dignity of each person reflected in the structure and activities of Unbound which include relationships of mutual respect, teamwork, and commitment to Unbound’s core values.
Excellent written and oral communication skills include the ability to communicate clearly and professionally with donors, executives, and colleagues.
Ability to build trusting, collaborative relationships with team and cross-functional partners.
Professional appearance and attitude, self-motivated and goal driven.
Ability to demonstrate poise, tact, and diplomacy. Strong teamwork aptitude required.
Strong interpersonal skills to establish and maintain effective working relationships and the ability to model our core values.
Highly organized and able to manage multiple moving priorities without losing detail
Understands that speed matters, especially in donor response, lead follow-up, and calendar coordination.
Comfortable working in a fast-moving, team-based fundraising environment.
Operates with maturity, discretion, and strong judgment
Sees administrative work as strategic work because it helps relationships move forward.
Values clean systems, clear ownership, and follow-through.
Build trust and brings calm, order, and consistency to the team.

Nice To Haves

Bachelor’s degree or equivalent in philanthropy. fund-raising, or non-profit management, or related field preferred. For-profit and Non-profit experience preferred. Global experience is a plus.
Nonprofit experience is preferred; fundraising or philanthropy support experience is strongly preferred.
Bilingual Spanish and English is a plus.

Responsibilities

Supports a donor experience that feels personal, timely, and well-coordinated.
Helps translate Enterprise Functional Operating System thinking into daily execution, with clear next steps, ownership, and follow-through
Ensures MarketSmart and other lead-generation activity results in action, not backlog
Improves responsiveness, visibility, and handoff quality across the Philanthropy Team
Creates capacity for frontline fundraisers to spend more time in donor-facing work
Manage the Vice President of Philanthropy's calendar with a high degree of judgment, accuracy, and responsiveness, including scheduling donor meetings, qualification calls, discovery visits, cultivation meetings, stewardship touches, travel-related appointments, and internal planning sessions
Coordinate meeting logistics for Philanthropy Officers, Planned Giving, and team leadership as assigned, including invitations, agendas, briefing materials, location details, and follow-up reminders
Serve as a central administrative support partner to the Philanthropy Team under the direction of the Development Operations Manager
Assist the Development Operations Manager in creating workflow discipline across the team so priorities, appointments, leads, and next actions move forward on time
Monitor incoming leads from MarketSmart, Door Opener, surveys, digital engagement, events, referrals, and other lead-generation sources, and help push those leads to the appropriate team member for timely action
Track lead assignments and follow-up expectations so qualified prospects are contacted promptly and no lead is lost due to delay or lack of clarity
Support the team's use of Salesforce, MarketSmart, and related systems by helping maintain clean records, activity updates, task completion, meeting notes routing, and basic data hygiene
Prepare donor meeting briefs, background summaries, call sheets, and supporting materials for the Vice President of Philanthropy and other team members as needed
Coordinate acknowledgments, thank-you notes, donor mailings, pledge reminders, proposal support materials, and stewardship touchpoints as assigned
Help organize Philanthropy Team meetings, pipeline reviews, campaign meetings, and other recurring internal sessions, including notes, action tracking, and follow-up
Assist with travel planning, expense documentation, meeting preparation, and administrative logistics for donor-facing activity
Conduct research, assemble reports, and prepare ad hoc administrative or donor-support materials as requested
Support special projects related to campaign readiness, donor experience, segmentation, events, and philanthropic operations
Model discretion, professionalism, and donor-centered communication in all interactions with internal and external partners