Philanthropy Associate

The Philanthropy Associate provides essential administrative, operational, and donor-relations support to the CEO, Chief Development Officer, and Major Gifts & Campaigns Team. This role ensures the smooth functioning of major gift fundraising activities by preparing for donor meetings, creating and coordinating materials, managing donor portfolio activity, and supporting data integrity within Blackbaud Raiser's Edge. The ideal candidate is detail-oriented, proactive, collaborative, donor centered and mission driven.

Team

The Major Gifts & Campaigns Team plays a critical role in cultivating and building relationships to drive sustainable growth from donors and prospects at $5K+ to enable the Foundation to meet granting commitments to Southlake Health to deliver leading edge care close to home.

ACCOUNTABILITIES & ACTIVITIES

Donor Portfolio Support for Senior Fundraisers

• Coordinate donor and prospect meetings, including scheduling, logistics, room/virtual setup, and confirmation communications
• Prepare calls booked, meeting briefs, agendas, backgrounders and call reports
• Coordinate meeting materials including proposals and presentations
• Track meeting outcome, deliverables and next steps to ensure timely follow up activities
• Assist with drafting donor research, correspondence, letters, emails, proposals, acknowledgements, and stewardship materials
• Ensure timely and professional responses to donor inquiries and requests
• Coordinate donor benevolence activities

Donor Pipeline & CRM Management

• Enter and maintain accurate donor and prospect information in the CRM (i.e. Blackbaud Raiser's Edge), including actions, proposals, contact reports, and relationship data
• Track moves management activity for CEO and CDO, ensuring timely documentation of donor/prospect interactions
• Provide operational support to Campaign Lead for donor pipeline meetings
• Ensure data is clean, consistent, and aligned with Foundation moves-management practices
• Generate donor lists, reports and queries to support fundraising planning and performance tracking

Administrative & Operational Support

• Support Campaign Lead in coordinating projects and donor engagement activities in collaboration with Executive Administrator, Major Gifts
• In collaboration with Donor Experience Portfolio, assist with planning for donor events, tours, and small-group meetings as required
• Help maintain internal systems, procedures, and documentation related to donor engagement

Foundation Team

• Work as a team player actively promoting a positive and professional work environment and culture
• Conduct role with integrity and respect and with a focus on demonstrating the Foundation’s values
• Act as an ambassador throughout the community, positively representing the Hospital and the Foundation
• Maintain donor and Foundation confidentiality and privacy at all times
• Demonstrate a commitment to exceptional donor experience
• Abide by the Occupational Health and Safety Act, and work in a manner that is safe, reporting incidents immediately to direct supervisor
• Adhere to the policies and procedures of Southlake Health and Southlake Health Foundation
• Perform other duties as assigned in order to meet the overall goals and objectives of the Foundation
• Maintain and advance professional knowledge of and expertise in relevant fields
• Develop and be able to communicate a strong understanding of Southlake’s and the Foundation’s strategic priorities and exemplify Southlake’s shared values:
  • Serving with purpose
  • Always with compassion
  • Power of many
  • Every voice matters
  • Courage to think differently

TECHNICAL KNOWLEDGE & SKILLS

• Bachelor’s degree
• 3+ years of fundraising, experience in major gifts a definite asset
• Experience with Raiser’s Edge or similar CRM is strongly preferred
• Experience supporting executives or senior leaders is an asset
• Excellent written and verbal communication skills
• High attention to detail and accuracy in data and documentation
• Exceptional organizational skills and the ability to manage multiple projects with competing deadlines
• High level of professionalism, discretion, confidentiality and a donor centric mindset
• Proficiency in Microsoft Office (Word, Excel, PowerPoint)
• Comfortable working collaboratively and cross functionally within a mission-driven organization

Key Competencies

• Organization and time management
• Administrative excellence
• Communication and writing
• Relationship building
• Initiative and problem‑solving
• Adaptability and teamwork