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External Affairs Coordinator

  • 22 Jan 2024 12:12 PM
    Message # 13304386

    Viewpoint School is currently seeking an External Affairs Coordinator for our Advancement Department. The External Affairs Coordinator will join Viewpoint’s Advancement Office at an important moment of strategic growth and will be critical to the department’s effort to build a best-in-class fundraising operation. Reporting to the Assistant Head of School for External Affairs, the External Affairs Coordinator will work with a six-person team that raises more than $4 million annually and is in the process of exploring a capital campaign. The External Affairs Coordinator will play an important role in the team’s effective management of relationships with trustees, parents, grandparents, alumni, and friends who make philanthropic gifts to Viewpoint School by providing support across three essential areas: meeting, organization, and calendar management; administrative work for the Viewpoint Fund; and event support. The ideal candidate will be someone who thrives in a fast-paced, entrepreneurial environment; enjoys being part of a collaborative, goal-driven team; and has experience working with internal and external stakeholders on a daily basis. To be successful in this role, you are expected to be a true professional who will bring sharp communication skills, a strong sense of priorities, a high attention to detail, and a superb level of tact and discretion.

    Meeting Organization and Calendar Management

    • Work closely with the Chief of Staff in the Head of School’s Office to coordinate board meetings and sub committee meetings, with a focus on the coordination of the Advancement Committee.
    • Communicate frequently with trustees and donors by email and phone to arrange and confirm meetings with gift officers and school leaders.
    • Arrange internal team meetings, create agendas, and track next steps.
    • Make effective use of scheduling platforms, such as Calendly.
    • Enter in Raiser’s Edge with accuracy and timeliness, correspondence and action reports from prospect visits and board meetings.
    • Make catering, restaurant, travel arrangements, and other logistical preparations as needed for prospect visits, team retreats, workshops, and the like.
    • Coordinate receipts and invoices for Accounts Payables in the Business Office.

    Viewpoint Fund Administrative Support

    • Work closely with the Director of the Viewpoint Fund and the Data Specialist to support the seasonal cycle of annual appeals to the community, through:
    • Coordinate the mail merging, printing, and mailing of recurring appeals and stewardship letters to various constituencies. 
    • Help ensure data integrity through accurate data entry related to Viewpoint Fund donations, stewardship, visits, and peer-to-peer work with volunteers.
    • Ensure accurate constituent tracking in the database
    • Provide assistance as needed in coordinating Viewpoint Fund volunteer meetings, including the preparation of materials, slide decks, and other collateral.

    Event Support

    • Assist the Director of Special Events and the Special Events Consultant on a variety of stewardship and volunteer events throughout the school year, with an emphasis on signature donor recognition events and the Annual Benefit.
    • Help track RSVPs, make phone calls to increase and confirm attendance, and record event attendance in Raiser’s Edge database.
    • Create and prepare event materials , including RSVP lists, name tags, place cards, etc.
    • Order stewardship and thank you gifts as recommended by department head(s).

    Other Projects as Assigned

    • Fulfill front office reception role, greeting guests, answering phones, and tending to parent/student needs as necessary.
    • Process incoming and outgoing mail
    • Track office supply inventory and order fresh supplies as needed

    Education and Work Experience

    • Bachelor’s degree
    • 2-3 years of experience in advancement or a field that requires strong interpersonal skills and a high degree of interaction with external audiences, such as client-based work.
    • Experience working in education is preferred. Understanding of the mission and purpose of independent schools is desirable.
    • Familiarity working with nonprofits preferred.

    Skills and Qualifications

    • Team player with a can-do attitude and willingness to help others
    • Demonstrated commitment to Diversity, Equity, Inclusion, Justice, and Belonging (DEIJB)
    • Highly organized and detail oriented with a demonstrated ability to manage multiple priorities and projects, and meet deadlines in a fast-paced environment 
    • Excellent interpersonal skills with a collaborative approach to working with staff at all organizational levels, including volunteers and board members
    • Ability to deliver exceptional customer service via all channels (phone, email, in-person, etc.) 
    • Ability to use current desktop office technologies proficiently and ability to adapt to and use future technologies
    • Database experience required (Raiser’s Edge preferred)  
    • Data-driven and digital first mentality, with the ability to work collaboratively through Google Drive (Docs, Sheets, Slides, etc)
    • Ability to work weekends and evenings  as needed

    Compensation: Anticipated compensation is $30.00 - $40.00 per hour depending on experience.

    Candidates interested in applying for the position should submit an updated resume to

Cal-ISBOA is recognized by SHRM to offer Professional Development Credits (PDCs) for the SHRM-CP® or SHRM-SCP®. For more information about certification or recertification, please visit

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