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Auxiliaries Coordinator

Requisition Number: 
Job Status: 
To provide administrative support and to serve as an integral member of Events and Board Operations team as well as the overall development department. To serve the operations needs of the Chicago Botanic Garden as specifically related to its Auxiliary Groups – Board of Directors, Woman’s Board, and the Guild. The Auxiliaries Coordinator works closely with the Senior Director, Events & Board Operations on execution of all Board-related, development, and fundraising activities.
Duties and Responsibilities: 

In this role you will be responsible for the following: 

  • Assist the senior director of Events and Board Operations with implementing the area development plan through special events by coordinating fundraising, stewardship, and cultivation events.
  • Work together with members of the events team to meet or exceed annual revenue goals. Participate in the planning and implementation of new and existing events.
  • Work with the team to increase event participation and revenue. Serve as liaison for customer service and troubleshooting for events.
  • Coordinate and oversee event logistics. Negotiate with vendors to achieve favorable prices that ensure adherence to established budget. Prepare and monitor ongoing event progress reports.
  • Serves as primary liaison for all Guild activities and fundraising events. Coordinate all aspects of meetings, events, and correspondence. Prepare all necessary meeting materials; oversee budgets and records.  
  • Maintain data for the Boards, including contact information, directories, committee lists, and calendars.
  • Assist senior director of Events and Board Operations with key fundraising events. Events take place on evenings and weekends.
  • Produce high-quality documents, including correspondence, mail merges, reports, memos, meeting agendas and minutes, budget plans, PowerPoint, and spreadsheet presentations.
  • Work with Communications Department to maintain all Board and Development web pages. Coordinate the execution of e-communications, mailings, and donor acknowledgements.
  • Complete special projects as assigned by the senior director of Events and Board Operations.

Key Garden competencies/behaviors desired

  • Communicates in a manner that gains the trust and support of others at all levels.
  • Works effectively with others despite differences of opinion and style; builds alliances.
  • Has a tolerance for opposing points of view.
  • Strives for collaboration. Works cooperatively, as a positive contributor to the team.
  • Demonstrates a positive attitude and shows kindness in all workplace interactions.
  • Makes decisions appropriate for level of responsibility.
  • Can effectively adapt to change; can shift gears comfortably; is flexible, and embraces change with a “can-do” attitude.
  • Is self-aware; knows personal strengths and weaknesses; seeks feedback and is open to negative feedback as an opportunity for improvement.
  • Is cool under pressure; can be counted on to hold things together during tough times; can handle stress; is not knocked off balance by the unexpected; is a settling influence during a crisis.
  • Recognizes problems, constructively identifies and articulates solutions.
  • Picks up garbage when it is seen regardless of position.
  • Follows safety guidelines to ensure a safe working environment and consistently demonstrates safe work behaviors.
  • Is welcoming of new hires.

Our ideal candidate will have: 

  • A bachelor’s degree in a related area or a high school diploma and six years of high-level executive experience. 
  • Experience at a not-for-profit organization. 
  • Two years of relevant experience. Preferably in fundraising, event management, and working with boards.
  • Experience managing event logistics. Procurement and vendor management preferred. 
  • Excellent interpersonal skills; written and oral communication skills. Ability to interface with all levels of boards, staff, and volunteers.
  • Demonstrated ability to be adaptable, flexible, and handle multiple tasks simultaneously.
  • Strong attention to detail and excellent organizational skills.
  • Proficient with MS Office products including Word, Excel, PowerPoint, and Outlook, and with web communications.
  • Demonstrated organizational skills, project coordination experience, proven problem solving, and decision-making.  
  • Experience providing complex confidential administrative support.
Physical Demands: 
Office setting. Frequent sitting, standing, walking, bending, listening, speaking, keyboarding. Use of office equipment including computers, telephones, copiers, scanners, fax machines. Some requirements for lifting, pushing, pulling items less than 30 pounds. Ability to work in varied weather conditions. Exposure to an outdoor environment on a regular basis (i.e. pollen).
Why Apply?: 

Come work in a setting that is like no other as you support our mission: We cultivate the power of plants to sustain and enrich life. Take the first step toward being one of the employees who make the Garden one of the treasures of the Forest Preserves of Cook County. Apply today. Please note that applicants who do not meet the required qualifications will not be considered.

Disclaimer: The above statements are intended to describe the general nature and level of work being performed by people assigned to this classification. They are not intended to be construed as an exhaustive list of all responsibilities and qualifications required of personnel so classified.

In accordance with Title IX of the Education Amendments Act of 1972, the Chicago Botanic Garden does not discriminate on the basis of sex in its programs or activities, including in employment or admissions. Please call (847) 835-8264 to contact our Title IX coordinator should you have questions or concerns.