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Donor Services Coordinator

Donor Services Coordinator, Office of Advancement


Esalen Institute has served as a pioneering alternative education center dedicated to personal and social transformation for over 50 years. Esalen is a 501c3 non-profit and is seeking a Donor Services Coordinator for the Office of Advancement. The position is based in Esalen’s Carmel office and will provide lead support with gifts processing as well as administrative duties to the team.  The position reports to the Director of Development, Esalen Fund and s/he provides administrative support to the entire Advancement team.

Essential Functions

Gift and Data Processing

  • Executes queries as requested and produces basic reports from a fundraising database (FileMaker Pro)
  • Daily gift entry and management
  • Performs effectively under conditions of fluctuating workload and competing priorities.
  • Organizes and prioritizes assignments to complete work in a timely and accurate manner in coordination with manager
  • Guest Services (if the position is on-property)
  • Support the guest services position in the office to help with cultivation and stewardship activity of prospects on property

Administrative Support

  • Prepares and proofs acknowledgement letters
  • Assists with incoming and outgoing correspondence in a highly professional, appropriate manner
  • Runs errands as needed
  • Assists volunteers, donors, and vendors as needed
  • Assists with preparation of materials for internal and external audiences (i.e., mailings)
  • Assists with presentations, visual and written materials (i.e., Board presentations, donor correspondence and grant proposals)
  • Organizes and maintains critical organizational files (electronic and hard copy) and filing systems
  • Manages calendars and schedules: uses judgment to negotiate and maximize use of senior staff’s time while addressing needs of busy department; anticipates and resolves scheduling conflicts
  • ***Provides support for events and other functions as needed


1. Appreciation for and alignment with Esalen’s Mission and Values: personal growth and awareness is a priority; work ethic includes a spirit of service

2. Demonstrated understanding of fundraising and experience using a fundraising database in a non-profit setting

3. Clear, professional written and verbal communication skills

4. Demonstrated skill in customer service, exhibits tact, sensitivity and respect toward colleagues and external constituents, high level of political acumen/interpersonal skills: positive, collaborative and inclusive attitude

5. Excellent proofing and editorial skills, accuracy in grammar, spelling, punctuation

6. Proficient in various software applications including Word, PowerPoint, Excel, presentation software, email and calendaring, database, internet tools

7. Attention to detail: capable of holding a broad, complex field of information and relationships while ensuring excellence and success down to the smallest details

8. Adaptability to changing priorities. Able to handle challenging and mundane assignments with equal enthusiasm and professionalism

9. Ability to establish and maintain cooperative and professional working relationships and to achieve unit goals and objectives

10. Exceptional organizational skills: anticipates what is needed beforehand and intuits what needs to be done afterwards

11. Proactive and independent: Capable of working independently with little or no supervision while maintaining a high level of energy, initiative and proactive in getting the work done

12. Resourceful problem solver: capable of anticipating and negotiating solutions for complex challenges; able to navigate constraints or limitations through creative thinking and resourcefulness

13. Skill in working independently and following through on assignments under general supervision

14. Ability to exercise excellent judgment, discretion and sensitivity in handling high-profile/confidential information

15. Skill in performing repetitive work according to set procedures while meeting standard productivity and accuracy requirements

Basic Requirements

  • 3+ years experience in a similar position
  • Proficiency in office procedures and protocols
  • High functioning computer skills
  • Knowledge of databases
  • Excellent grasp of written and spoken language
  • College education preferred
  • Experience in the nonprofit sector preferred
  • Willingness to work occasional weekends and evenings

Physical Requirements

While performing the duties of this job, the employee must be able to maneuver on uneven ground, sit for long periods of time, occasionally carry and lift up to 25 pounds, and be able perform daily repetitive hand motions as it pertains to computer mouse and keyboard. 


The pay for this position is commensurate with experience. This position includes a comprehensive benefits package including medical, dental, and paid time off. Esalen provides staff with access to a range of educational and community benefits, including movement classes, ongoing in-house programs, and discounts and scholarship for workshops, bodywork, and other Esalen services.

Application Process

Please send your resume, cover letter, references and any salary requirements to or complete our online employment application.

Application deadline: open until filled


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