Development Coordinator

ABOUT THE TORONTO BIENNIAL OF ART

The Toronto Biennial of Art’s mission is to make contemporary art accessible to everyone. 

A ten-week event every two years, the Biennial commissions artists to create new works for a city-wide exhibition in dialogue with Toronto’s diverse local contexts. Year-round public and learning programs bridge Biennials and invite intergenerational audiences to explore the ideas that inspire our events. Building upon past editions and offering new ways of seeing and listening, each Biennial connects people to spark meaningful dialogues and imagine new futures. 

For detailed information on the impact of the Biennial, please read our latest Evaluation Report.

POSITION OVERVIEW

Job Title: Development Coordinator

Role Type: Full-time, contract

Contract Length: April 15, 2025 – January 31, 2027, with the possibility of extending 

Salary: $52,000 - 56,000

Application Deadline: March 23, 2025

Location: Queen West, downtown Toronto

The Development Coordinator is the lynchpin of the Development team. Reporting to the Director of Development, the Coordinator supports all functions of the Development team in donor relations and fundraising, including from government, foundation, corporate, and individual giving. The Coordinator will support donor and prospect cultivation and solicitation as well as donor stewardship and reporting. The Coordinator provides administrative, research, and operational support to the Development team. The Coordinator also plays a key role in leading the planning and logistics for donor cultivation and stewardship events year-round and during the Biennial.

Key responsibilities of the position include:

• Donation administration and tracking
  • Create, maintain, and archive all donor and donation records, including Salesforce database records
  • Produce reports and tracking documents from the Salesforce database
  • Maintain financial tracking of donations in collaboration with the Manager, Finance & Administration
  • Oversee payment and pledge tracking and reminders
  • Manage the Canada Helps account and donations
  • Prepare and maintain all giving documents including gift and sponsorship agreements, in-kind gift agreements, invoices, tax receipts, and letters of acknowledgment 

• Donor stewardship
  • Create, maintain, and ensure the accuracy of donor and sponsor lists for recognition
  • Ensure proper donor recognition and benefit delivery in collaboration with internal and external partners
  • Contribute to and support delivery of stewardship initiatives to engage donors year-round and during the Biennial
• Event management
  • Lead donor cultivation and stewardship event planning and logistics
  • Coordinating with hosts, caterers, vendors, and partners 
  • Developing run-of-show documents and remarks 
  • Drafting and sending invitations
  • Building invitation lists
  • Managing RSVPs
  • On-site logistics

• Prospect research and cultivation
  • Support senior volunteers and leadership with donor and prospect research and engagement 
  • Prepare donor-facing materials including emails, letters, proposals, presentations, applications, and reports as required
  • Support data collection and creation of donor reports and stewardship materials
  • Coordinate and manage the donor and sponsor benefits program, including special events and tours, including invites, ticketing, emails, guest lists, and liaising with other internal teams
  • Conduct ongoing prospect research and prepare prospect research reports

QUALIFICATIONS:

• 2-3 years of experience in a fundraising environment or transferable skills and experience
• Excellent interpersonal skills and experience working with internal and external stakeholders
• Excellent verbal and written communication skills, with experience drafting compelling communications
• Experience in event planning and logistics
• Proficiency in applicable computer programs (Google Suite, Canva) 
• Experience with Salesforce or equivalent donor management database 
• Knowledge of legal regulations governing fundraising practices as they relate to not-for-profit and charitable organizations

KNOWLEDGE, SKILLS & CAPACITIES:

• Exceptional administrative and organizational skills
• Highly organized with strong attention to detail 
• Flexible and responsive 
• Curious and eager to learn
• Thrive in a collaborative environment and possess the ability to foster strong internal and external relationships
• Passion for arts and culture
• Proven commitment to equity, diversity, and inclusion, and practices of anti-racism and anti-oppression, to contribute to a healthy workplace environment.
• Ability to work flexible hours, including evening and weekend events
• Comfort engaging with the public and acting as a gallery and program attendant during the Biennial festival period (September - December 2026)

Benefits:

• Annual health savings account 
• Mobile phone subsidy
• Hybrid working arrangement
• 10 health days and 3 personal days annually
• 2 weeks vacation and additional time off beyond statutory holidays

Toronto Biennial of Art is an equal opportunity employer and is committed to diversity and inclusiveness in all of our work. We work proactively to be fair and equitable in practice and welcome applications from all qualified individuals. We encourage those who identify as women, persons with disabilities, Indigenous persons, persons of colour, all gender and sexual orientations, and all groups protected by the Ontario Human Rights Code to apply. In accordance with the Ontario Human Rights Code, Accessibility for Ontarians with Disabilities Act, 2005, accommodation will be provided at any point throughout the hiring process, provided the candidate makes their accommodation needs known to Toronto Biennial of Art.

To apply, please send a cover letter and resume to opportunities@torontobiennial.org with the subject line Development Coordinator by no later than March 23, 2025. Only select applicants will be contacted for an interview and applications will be reviewed on a rolling basis.