The Philharmonic Society of Orange County (PSOC) seeks an experienced Development and administrative professional to join our team as Patron Stewardship Manager and Board Liaison.
This position is responsible for developing donor engagement strategies for the Philharmonic Society through special events, creative stewardship, and annual giving and membership campaigns, as well as act as liaison to the Philharmonic Society’s Board of Directors. The Patron Stewardship Manager and Board Liaison will participate primarily as a member of the Philharmonic Society’s Development team and will work to help create meaningful ways to engage with both existing and new individuals, organizations, corporations, and foundations. This position will have significant direct contact with the Philharmonic Society’s diverse internal and external audiences, including staff, board, donors, patrons, and volunteers. This position also communicates with donors regarding annual fund-level gifts, endowment agreements, event logistics, meetings and other information—including confidential gift information.
Duties & Responsibilities
Patron Stewardship & Donor Engagement
• Implement the Philharmonic Society stewardship and donor recognition plan. Duties include but are not limited to: producing donor acknowledgement communications from key leaders/staff, generating annual reports to highlight impact, and supporting the VP of Development in relationship building.
o Oversee execution and evaluation of benefits fulfillment and stewardship
o Execute creative stewardship strategies designed to acknowledge, thank, and stimulate pride within the Philharmonic Society donor base.
o Build and maintain the process for broad-based donor engagement to increase donor retention rates and help grow the number of prospective supporters.
o Coordinate prospect identification and moves management activities. Work with Development team members to identify, cultivate, solicit and steward individuals according to stewardship and donor recognition plan.
o Collaborate with board members to identify and engage new prospects and utilize board members to help steward major and principal donors.
• Support the creation and production of Philharmonic Society publications, correspondence, and other communications related to advancement efforts. Assist in content development, copy-editing and strategy as needed associated with the Philharmonic Society and other broad donor communications.
• Work with Marketing and Communications team on design of all printed and electronic materials as appropriate. This includes, but is not limited to, advancement materials as well as other materials and collateral associated with the Philharmonic Society.
• Represent the Philharmonic Society at community and professional functions as appropriate.
Interface with key constituents—parents, families, friends, donors, and community members—and respond to inquiries in a timely manner.
• Execute stewardship activities including, but not limited to; weekly gift acknowledgement letters, tailored thank-you and acknowledgment vehicles for major donors (i.e. letters from leadership and people impacted by their gift), stewardship gatherings, and website acknowledgements as appropriate.
• Work in collaboration with the Development Staff to organize and implement corporate partnership benefits that seek to extend Philharmonic Society presence and visibility in the community.
Gift Processing & Fiscal Responsibilities
• Manage and report out on the events and stewardship budgets (income and expenses)
• Work with the Finance Team throughout the year to ensure that the events budget is on track.
• Throughout the year, this position is responsible for processing gift transmittal forms for any gifts associated with the Philharmonic Society.
• Achieve proficiency with the Tessitura database and promote best practices. Accurately maintain database records and reports, including ancillary notes.
Board Liaison Responsibilities
• Serves as administrative liaison and facilitates interaction between Philharmonic Society staff and Board of Directors, including written and verbal communications
• Work with President and Chairman of the Board to schedule and implement all Board, Executive
Committee and Committee meetings, including Retreats:
o Selecting appropriate date(s) and meeting venue(s)
o Preparing and distributing meeting materials (digital and printed) in advance
o Arranging amenities and entertainment as needed
o Attending meetings as appropriate
o Taking minutes and storing documents in accordance with audit requirements
o Maintaining the online Board Portal on the Philharmonic Society website
• Work with President and Chairman of the Board to schedule and plan all aspects of the Philharmonic Society’s Annual Meeting, including:
o Selecting appropriate date and venue
o Arranging amenities and entertainment
o Creating and mailing invitation/proxy form and list of Board Nominees to all eligible
Philharmonic Society members
o Tabulate returned proxies and make results available to the Proxy Committee
o Creating Annual Meeting presentation
o Assisting presenters as needed
o Taking minutes and storing documents in accordance with audit requirements
• Prepare and maintain all Philharmonic Society documents, including History, Mission Statement, Bylaws, Board Responsibilities, Board Roster, Committee descriptions and assignments
• Prepare Board Notebooks for new members, provide yearly updated materials to all members
• Assist Board Chairman and Committee Chairs as needed
*Other duties as assigned
• Three years of experience in events management, fundraising, development, public relations or a related field.
• Demonstrated ability to work independently and as an integral part of a team; to problem solve, take initiative, set priorities, handle multiple projects, and exercise good judgment in a fast paced, dynamic, deadline driven environment in an organized and professional manner.
• Proven project management and special event coordination experience, with an accurate and thorough approach to detail
• Proven experience in working successfully with and supporting Board members and volunteers.
• Excellent interpersonal skills; poised manner; ability to exercise discretionary judgment and professionally handle sensitive situations. Ability to maintain confidentiality.
• Demonstrated ability to communicate clearly, diplomatically, and effectively, and maintain a positive outlook while meeting multiple deadlines.
• Demonstrated proficiency with a multitude of technology platforms; Zoom, Microsoft Office Suite (Microsoft Word, Excel, Outlook and PowerPoint), relational databases, and web-based tools for the generation of correspondence, reports, spreadsheets, and forms.
• Demonstrated ability to maintain confidentiality and to handle confidential and sensitive information in an appropriate manner.
• Bachelor’s degree in a related field or equivalent experience.
• Experience in performing arts and classical music a plus but not required.
• Experience with Tessitura database system, or willingness to learn and other proprietary software
• Familiarity with non-profit organizations is beneficial
• Effective communications: Expresses oneself clearly and empathetically in interactions with others in all forms of communication, i.e., verbal and written, one-on-one and group, etc.
• Interpersonal Awareness: Builds and maintains positive relationships and actively contributes as a member of working teams to achieve results.
• Professional Credibility: Takes responsibility for meeting goals, objectives, obligations, and solving problems while representing the mission, vision and values of the organization.
• Critical Thinking: Obtains, analyzes and evaluates information effectively in the face of ambiguity. Makes appropriate decisions based on relevant information and experience.
• Ethics and Trust: Models and upholds the values of candor, openness, inclusiveness and honesty despite internal and external pressures. Acts consistently with organizational core values and beliefs.
• Frequently perform desk-based computer tasks, use telephone, and writing by hand
• Routine sitting, walking, standing, bending, squatting, kneeling
• Occasional lifting/carrying of loads weighing up to 30 pounds
The Philharmonic Society of Orange County will provide reasonable accommodation to any employee with a disability who requires accommodation to perform essential functions of his or her job.
• Candidates must have received or be willing to receive the COVID-19 vaccine by date of hire to be considered.
How to Apply
Please submit a cover letter, resume and salary requirements to: HR@philharmonicsociety.org
Please include in the subject line of your email: Patron Stewardship
Please submit materials in Adobe PDF or Microsoft Word format
Philharmonic Society of Orange County
1124 Main Street, Suite B
Irvine, CA 92614