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Assistant Director of Special Events and Donor Stewardship

Date Posted: 07/08/24

Job title:                                  Assistant Director of Special Events and Donor Stewardship

Division/department:              College Advancement

Reporting relationship:           Director of Special Events and Donor Stewardship

Supervising responsibilities:   None

Location of job:                       Hays Alumni Center

Work schedule:                       8:00-4:30, Monday-Friday

                                                Some Evening/Weekend Hours Required


Exemption status:                   Exempt                        Payroll status:              Salary

Summary of Duties and Responsibilities

A member of the Wabash College Advancement Office, the Assistant Director of Special Events and Donor Stewardship is responsible for assisting with donor stewardship initiatives, in-person and virtual events, and coordinating operational aspects of phases of the College’s comprehensive campaigns and managing campaign projects that support Advancement staff, campaign leadership, and volunteers.

The position requires a high-energy individual who can work independently as well as with a larger College Advancement team and staff from across campus. Experience with higher education fundraising, stewardship, and event best practices preferred.

Primary Duties and Responsibilities

  1. Support the Director of Special Events and Donor Stewardship with all engagement, cultivation, and stewardship event planning and implementation.
    1. Create event invitation lists and event invitations
    2. Monitor and record event registrations and produce name badges
    3. Provide onsite support in event set-up, production, and clean-up
    4. Produce event follow up letters and post-event attendee tracking
    5. Maintain inventory, upkeep, and organization of event materials
  2. Attend and periodically staff on- and off-campus events that allow for constituent engagement, cultivation, and stewardship. Examples include athletic contests, social events, campaign events, regional events, homecoming, and reunion weekend.
  3. Coordinate the Advancement Office’s engagement and stewardship initiatives on the ‘Whenever. Wherever. Wabash.’ website or its equivalent.
    1. Provide graphic design, copy and image updates, and regular maintenance for the ‘Whenever. Wherever Wabash.’ virtual news and events website.
    2. Coordinate pre- and post-event communications with After the Bell and Wally’s Bookshelf attendees.
    3. Help to staff virtual events.
    4. Ideate with the Advancement team and periodically implement new virtual event offerings.
  4. Manage fundraising projects that support the Advancement staff and campus partners, including:
    1. Coordinate the Gift Intent Form process for the Advancement team. This includes drafting and revising documents, tracking the status of forms and proposals, and ensuring accurate campaign commitment entry and acknowledgment by the Gift Processing team. 
    2. Assist with other Advancement data and reports, including information for Prospect Management meetings, staff conversations with prospects, and the annual day of giving, as necessary. Maintain a high-level working knowledge of the Colleague database, Informer Reporting tool, and other Advancement tools, and work with Advancement Services and IT Services to implement any new reports or datasets as necessary.
    3. Provide leadership and support to fundraising volunteers. This includes providing materials to volunteers, tracking volunteer contacts, entering volunteer contact reports (as necessary), and assisting volunteers and staff with follow up to volunteer contacts.
    4. Provide support for the community center fundraising project by producing gift intent forms, tracking commitments and naming opportunities, generating reports, and maintaining fundraising tools for Major Gift Officers.
    5. Work with the Director of Special Events and Donor Stewardship and Coordinator of Stewardship to implement the Giant Steps Campaign donor stewardship plan and impact initiatives.
  5. Assist the Coordinator of Stewardship with annual donor stewardship projects for named and endowed funds.
  6. Attend campaign, prospect management, and Advancement staff meetings as required and actively participate in those meetings.
  7. Complete reimbursement reports and other reports as assigned in a timely manner.
  8. Work closely with Alumni & Affinity Group Engagement, Annual Giving, Major Gifts, Advancement Services, and Planned Giving, to create an effective College Advancement Team.
  9. Fulfill other appropriate duties as assigned.


Evaluation of Advancement staff is an ongoing process. Interim goals and objectives will be set and monitored on a regular basis. Formal evaluation will occur in May of each year.



  1. Bachelor’s degree required
  2. Two-three years of previous events, stewardship, or project management experience; preferable in higher education.
  3. Exceptional attention to detail.
  4. Passion for higher education and a dedication to promoting the College’s mission and strategic fundraising priorities.
  5. Ability to manage projects and coordinate multiple tasks in a timely fashion.
  6. Proficiency with both Microsoft Office and Adobe Creative Suite (including InDesign, Photoshop, Premiere Pro, and Illustrator).
  7. Excellent writing and persuasive communication skills.
  8. Self-starter with demonstrated initiative.
  9. Physical requirements include ability to frequently move and transport items weighing up to 50 pounds for the purpose of setting up and dismantling events. 
  10. Valid driver’s license is required.

To apply, please upload a cover letter, resume, and contact information of three professional references by choosing Apply Now.  Review of resumes will begin immediately and continue until the position is filled.

Wabash College, a liberal arts college for men, seeks faculty and staff who are committed to providing quality engagement with students, high levels of academic challenge and support, and meaningful experiences that prepare students for life and leadership among diverse populations around the globe. Wabash is an equal opportunity employer and welcomes applications from persons of all backgrounds.  EOE.


Catherine Metz
Director of Human Resources
Human Resources
Wabash College
P.O. Box 352
Crawfordsville, IN 47933

For general questions about the position or the department, contact:

Joseph Klen
Senior Associate Dean for College Advancement


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