Senior Development & Operations Coordinator

Location: On-site - Washington, DC Reports to: Development Department Leadership FLSA Classification: Exempt Salary Range: $55,000

About the Middle East Institute The Middle East Institute (MEI) is a Washington-based, nonpartisan institution dedicated to the study of the Middle East. MEI advances the U.S.–Middle East relationship through policy analysis, education, and arts and cultural programming. Its experts, programs, and partnerships connect government, the private sector, civil society, and the public to deepen understanding and support practical solutions to issues affecting the region.

Position Overview The Middle East Institute seeks a Senior Development & Operations Coordinator to support the day-to-day operations of its Development Department and provide supplemental administrative support to designated MEI leaders.

Reporting to Development Department leadership, this position coordinates donor services, gift processing, database maintenance, fundraising reporting, and departmental administration. The coordinator also provides administrative backup to designated leaders, including scheduling, meeting preparation, correspondence, and expense processing.

The successful candidate will bring strong organizational skills, sound judgment, attention to detail, and a service-oriented approach. This individual will work collaboratively across Development, Finance, and other departments to maintain accurate records, support effective operations, and deliver a positive experience for donors and colleagues.

Key Responsibilities

Development Operations and Gift Administration

• Coordinate the accurate and timely recording, processing, and acknowledgment of donations received through mail, online platforms, wire transfers, stock transfers, and other channels.
• Partner with Finance to reconcile contribution records, research discrepancies, and maintain supporting documentation.
• Prepare recurring fundraising reports tracking revenue, pledges, progress toward goals, and anticipated contributions.
• Maintain accurate donor and prospect records in Salesforce, including contact information, giving history, correspondence, and relevant activity.
• Conduct data entry, quality reviews, database queries, and record maintenance to improve the accuracy and usefulness of Development information.
• Administer recurring contributions, including updates, cancellations, and related donor inquiries.
• Support improvements to gift administration procedures, documentation, and internal controls, including measures to identify and address potentially fraudulent donation activity.

Donor Services and Communications

• Serve as a primary contact for routine donor inquiries regarding contributions, acknowledgments, and giving records.
• Draft and coordinate timely, tailored acknowledgment letters and other donor correspondence.
• Prepare solicitation letters and donor materials in collaboration with fundraising staff and MEI leadership.
• Monitor the Development inbox, respond to routine requests, and refer other inquiries to the appropriate staff member.
• Coordinate with colleagues across MEI to provide responsive and consistent donor service.
• Handle donor, financial, and organizational information with discretion and confidentiality.

Development Team and Fundraising Support

• Coordinate administrative and logistical support for fundraising appeals, campaigns, meetings, and events.
• Schedule internal and external Development meetings, reserve meeting space, prepare agendas and materials, and track follow-up items.
• Conduct preliminary donor and prospect research and prepare background materials as requested.
• Update fundraising-related website content in coordination with appropriate staff.
• Coordinate with vendors, designers, consultants, and other service providers on Development projects, including obtaining quotes and tracking deliverables.
• Assist with departmental expenses, invoices, purchasing requests, and related documentation.
• Maintain organized departmental files, calendars, procedures, and project records.
• Participate in team meetings and provide updates on assigned activities and deadlines.
• Prepares and maintains accurate, timely fundraising reports for Board meetings and related correspondence, and reconciles fundraising data with Finance records before distribution.
• Supports reporting to the Development Committee, including progress toward fundraising goals, trend analysis and donor metrics such as retention, pipeline and revenue by source, and flags significant variances or emerging trends for review by senior staff.

Supplemental Leadership Administrative Support

• Provide administrative backup to designated MEI leaders, including calendar coordination, meeting scheduling, and logistical arrangements.
• Prepare and format correspondence, presentations, meeting materials, and other documents.
• Assist with travel arrangements, expense reports, invoice submissions, and related administrative tasks.
• Organize meeting agendas and background materials, record action items as requested, and follow up on outstanding administrative matters.
• Coordinate with internal staff and external contacts on behalf of designated leaders as directed.
• Provide coverage for routine administrative needs during staff absences or periods of increased activity.
• Maintain accurate, current organizational records in MEI's regulatory compliance system, and track filing schedules, renewal deadlines and submission requirements to support MEI’s timely regulatory compliance.
• Perform other related duties as assigned.

Qualifications and Experience

• Progressive experience in development operations, nonprofit administration, donor services, or a related administrative role.
• Experience maintaining databases, entering and reviewing records, running queries, and preparing reports; Salesforce experience preferred.
• Experience processing contributions, preparing donor acknowledgments, or supporting fundraising activities preferred.
• Experience providing administrative support to senior staff, including scheduling, meeting coordination, correspondence, and expense processing.
• Working knowledge of financial recordkeeping and reconciliation.
• Demonstrated ability to manage confidential and sensitive information with discretion.
• Experience building effective relationships with colleagues, donors, vendors, and other external stakeholders.
• Interest in MEI’s mission; familiarity with international affairs or educational and cultural work related to the Middle East is desirable.

Skills and Competencies

• Strong organizational skills and the ability to manage competing priorities and deadlines.
• Excellent written and verbal communication skills.
• Accuracy and attention to detail in data management, correspondence, and financial records.
• Professional interpersonal skills and a responsive, service-oriented approach.
• Sound judgment, discretion, and the ability to work independently within established procedures.
• Proficiency with Microsoft Office and comfort learning new systems and tools.
• A collaborative approach and willingness to provide administrative backup where needed.
• Ability to identify practical improvements to administrative workflows and departmental processes.

Benefits Package Includes:

• Medical, dental, and vision insurance
• Life and disability insurance
• 403(b) retirement plan
• Paid holidays, plus vacation and sick leave