Manager, Philanthropy Administration

Job Highlights 

The Manager, Philanthropy Administration manages the department-wide administrative processes that support Houston Grand Opera's fundraising efforts. This role has primary responsibility for coordinating philanthropic gifts and for the documentation associated with them, including gift agreements, statements of intent, and probate and estate gift documentation. The Manager also oversees key administrative processes and workflows, ensuring the Philanthropy team has the systems, information, documentation, and operational support needed to carry out fundraising and donor engagement initiatives effectively.

Join Us!

We are looking for talented, passionate, and dedicated people who are eager to make contributions to our community and our mission. If you are excited about this position but your experience does not align perfectly, we encourage you to apply! You may be just the right candidate for this position or another role at HGO.

About the Houston Grand Opera

The mission of HGO is to enrich our diverse community through the art of opera. We do so by creating, curating, exploring, and producing outstanding experiences centered around the human voice. HGO has received a Tony Award, three Grammy Awards, and three Emmy Awards – we are the only opera company in the world to win all three honors. 

Our strategic focus is two-fold: creating profoundly enriching experiences for our diverse audiences and clearly defining and positively promoting the HGO brand. We believe every team member enriches our organization by exposing a broad range of ways to understand and engage our community and discover, design, and deliver enriching experiences.

Compensation and Benefits

We offer robust benefits to full-time employees, including:

• Comprehensive and affordable health benefits.

• Generous paid time off.

• 403b retirement plan with employer match.

• Flexible work schedule.

• Professional developmentfund and opportunities.

• Discounted parking in the Theater District garage and nearby lots, plus easy access to Metro transportation.

• Free tickets to our mainstage and community productions and events.

Key Responsibilities

• Coordinate department-wide administrative processes and organizational workflows to support the successful execution of 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 the administration and documentation of legacy gifts, including bequest intentions, probate and estate gifts, and other planned gifts, working with donors, donor representatives, legal counsel, executors, and internal HGO stakeholders to facilitate the gift process from initial intent through final receipt.

• Maintain a centralized, confidential system of records for legacy gift commitments and expectancies, including bequest documentation, beneficiary designations, and estate correspondence, and ensure this information is accurately reflected in Tessitura.

• Coordinate with Finance and other internal departments to ensure gifts are properly documented, processed, acknowledged, and administered in accordance with donor intent and HGO policies.

• Prepare and produce 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 as needed.

• Manage Founders Salon activity and coordinate the scheduling of Philanthropy team performance duties for each repertoire throughout the opera season.

• Maintain performance reports for each opera within a given 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.

Qualifications

Bachelor's degree required. Experience in an office setting is required, with a preference for experience in philanthropy. Exceptional interpersonal skills that support meaningful relationships with organizational leadership, staff, and high-level volunteers. Proven ability to maintain confidentiality, prioritize assignments, and manage time effectively. Proficiency in donor management software or CRM systems (e.g., Tessitura, Raiser's Edge, Salesforce).

Special Characteristics

We seek a resourceful, proactive, self-starter who can independently solve problems and prioritize key tasks in a fast-paced environment. Successful candidates will be natural motivators, who encourage and empower others to meet ambitious goals. Must be highly organized with strong attention to detail. High level of personal and professional ethics. Ability to work flexible hours (including evenings and weekends) and willingness to attend donor events, performances, and meetings as needed. Knowledge of opera is a plus, and a passion for the performing arts is essential.

Physical Demands

The physical demands described here are representative of those we consider important for an employee to successfully perform essential functions of this job: extended periods of sitting and performing tasks such as typing and using a computer mouse, with strong visual and auditory focus, occasional lifting (not exceeding 20 pounds), reaching for items, effective communication skills, and fine motor abilities, being mobile within the office for activities like attending performances, events, and meetings. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

Equal Opportunity

Houston Grand Opera is committed to the principle of equal employment opportunity for all employees and to providing employees with a work environment free of discrimination and harassment. All employment decisions at HGO are based on business needs, job requirements and individual qualifications, without regard to race, color, religion or belief, national, social or ethnic origin, sex (including pregnancy), age, physical, mental or sensory disability, HIV Status, sexual orientation, gender identity and/or expression, marital, civil union or domestic partnership status, past or present military service, family medical history or genetic information, family or parental status, or any other status protected by federal, state, or local laws or regulations. HGO will not tolerate discrimination or harassment based on any of these characteristics. HGO encourages applicants of all ages.