Donor Services Associate

Position Summary

The Donor Services Associate plays a central role in ensuring an exceptional donor experience through accurate gift processing, thoughtful stewardship, and strong data integrity. This position is responsible for managing all contributions in Tessitura, maintaining high-quality constituent data, supporting donor communications and recognition, and providing timely reporting and analysis to advance fundraising and engagement efforts across the organization.

Serving as a key partner to Development, Ticketing, and Finance, this highly detail-oriented and service-driven professional helps translate donor generosity into meaningful relationships by combining meticulous database management with responsive, donor-centered service. This role is foundational to donor trust, informed decision-making, and the long-term success of Chicago Shakespeare Theater’s fundraising program.

Core Responsibilities

Gift Processing & Stewardship

• Process and record all gifts, pledges, and payments accurately and in a timely manner in Tessitura


• Generate and distribute personalized tax receipts and acknowledgment letters


• Track pledge schedules and facilitate reminders and follow-up


• Reconcile gifts and pledges with the Finance department and provide documentation for audits


• Serve as a donor concierge, including ticketing, account assistance, and donor service requests


• Maintain donor recognition listings and public acknowledgment records


• Prepare donor profiles, giving histories, and materials for meetings with individual and institutional funders

 

 

Constituent Data & Database Management

• Maintain accurate and up-to-date donor and prospect records, including contact information, giving history, communication preferences, and relationship notes


• Perform ongoing data hygiene, including duplicate resolution and quality control


• Set up and manage campaign, appeal, fund, designation, and source codes in Tessitura


• Execute segmentation, list building, and data extraction for all fundraising and engagement efforts (direct mail, email, gala, tele-funding, etc.)


• Generate standard and ad-hoc reports to support fundraising, stewardship, and leadership needs


• Analyze trends such as donor retention, donor growth, and campaign performance to support strategic decision-making


• Format and export data for external vendors (mail house, tele-funding, etc.)


• Maintain Tessitura documentation and provide training and guidance to Development team members

Ticketing & Cross-Departmental Support

• Serve as the primary liaison between Development and Ticketing for donor ticketing needs


• Coordinate complimentary and donor ticket allocations and troubleshoot ticketing issues

Administrative & Executive Support

• Provide light administrative support to the Chief Development Officer, including scheduling, meeting preparation, note-taking, and tracking follow-up items

Event Support

• Support donor ticketing, guest lists, and on-site needs for Opening Nights, the Gala, and other development events


• Assist with fundraising logistics and data tracking during and after events