Annual Fund and Special Events Manager

Job Description

Annual Fund and Special Events Manager
Office of Stewardship
The Basilica and Basilica School of Saint Mary
Revised 6-16-2025

The Basilica and Basilica School of Saint Mary has established a centralized Stewardship and Fundraising programs department to work with and shepherd parish and school constituents and stakeholders as one community of the faithful. In doing so, our parish and school can mindfully nurture its long-term relationships with individuals and families who have chosen the Basilica and Basilica School of Saint Mary as their home for living out their Catholic faith and sacramental life. The position of the Annual Fund and Special Events Manager is an integral component to advancing and enriching these relationships. The fruits of working with and considering parishioners and school families as one community of the faithful has already yielded greater financial investments in the mission and work of the parish and school. Ultimately, the stewardship work of those supporting the parish pastor and clergy and the school principal can strengthen the continued generational connectedness of our parishioners and school families.

Full-time 12-month Hourly Employee (95% school / 5% Parish allocation)
Supervisor: Chief Stewardship Officer for the Basilica and Basilica School of Saint Mary.
Team Colleagues: Donor Relations and Database Administrator, School Communications, Admissions, and Administrative Staff, Parish Administrative Staff, Office of the Principal and Office of the Pastor.
Primary Stewardship Responsibilities Include:
SCHOOL ANNUAL FUND
Under the direction of the Chief Stewardship Officer and with the database administrative support of the Donor Relations and Database Administrator, oversees and manages the Basilica School of Saint Mary's Go Saints! Fund and all related volunteer leadership management, mail solicitation series, special events, phonathon, print and social media marketing outreach functions. The FY 2025-26 budgeted income goal for the Annual Fund is $300,000.
• With the Chief Stewardship Officer, identifies and strategizes approach and plans for promoting and increasing contributions to the school Annual Fund to Parents (returning and new), LYBUNTYS/SYBUNTYS, Alumni, Grandparents, Faculty and Staff, and Parishioners.
• Creates Annual Fund Calendar of Solicitation activities and milestones.
• With input from Parent Annual Fund Family Chair(s), drafts and produces Annual Fund letter/brochure mail solicitation series, email follow-ups, and social media posts.
• Monitors and makes use of the DonorPerfect database systems to create Annual Fund related progress reports and to create and update the Annual Fund Honor Roll of Donors.
• With Chief Stewardship Officer and Parent Annual Fund Chair, determine and implement best Annual Fund Kick-Off related activities to the school's HSA hosted Back to School Night in early September, Participation Phonathon in mid-November, and related donor recognition and thank you efforts with the school's National Junior Honors Society and Student Council student members.
• Project manages and assists in the creation of a school's year-end Annual Report for dissemination in print and social media the week before school breaks for Christmas vacation.
• Partners with the Donor Relations and Database Administrator to ensure proper and timely acknowledgments of Annual Fund Donors.
SCHOOL STEWARDSHIP PROGRAMS AND SPECIAL EVENTS
• With the Chief Stewardship Officer, manages and supports school stewardship programs in collaboration with parent volunteer leaders including but not limited to: Mary Lead Us Campaign donor stewardship programs and events, Grandparents Appreciation Day, Annual Cabrini Dinner, H is for Honor Military Families Appreciation event, special events support for the school's Annual Gala and Annual Parent Social, and the development of school Alumni gatherings.
• Maintains and updates the Giving Pages of the School website as needed.

PARISH EXTERNAL RELATIONS AND STEWARDSHIP PROGRAMS
• Assist the Chief Stewardship Officer in collaboration with the Donor Relations and Database Administrator in creating, implementing, and monitoring a parish/school wide Annual/Monthly Stewardship Programs and Fundraising Milestones Plan.
• Manages the production of the parish and school Year In Review publication.
• This position also supports the special events activities supported by the Chief Stewardship Officer including the Annual Oktoberfest and Annual Apostolate Appreciation Luncheon.

Qualifications and Skills:
• Bachelor's Degree with at least 3 years of applicable fundraising, constituent programing, and special events experience, preferably in a non-profit environment with database and customer service responsibilities
• Gracious and calm demeanor and able to work with and gain support of work colleagues and volunteers.
• Strong, "can do", positive, flexible demeanor
• Excellent proficiency in using Microsoft Office, particularly Word, Excel, PowerPoint and Outlook
• Very comfortable and prior experience using mail merge
• Excellent written, verbal and interpersonal communication skills
• Strong organizational, analytical and critical thinking skills with great attention to detail and accuracy
• Ability to prioritize, manage, follow up and provide status updates on multiple projects.
• Must be a self -starter and able to work independently, but also comfortable in a team environment.
• Good understanding of social media platforms and how to mobilize for greater fundraising/promotion needs.
• Willing photographer and comfortable with or willing to learn audio-visual equipment.
• Working knowledge of and use of Canva.
• Knowledge of or willing to be trained for using the school's Finalsite website and contact system.
• Knowledge of or willing to be trained for using parish and school's constituency database systems including PDS, DonorPerfect, Faith Direct, and Flocknotes.
• Must be willing to work weekends and evenings for school and parish events and activities that are the responsibility of the Office of Stewardship.
• Must have active driver's license and personal vehicle.

Must Be Practicing Catholic

Compensation:
Competitive salary with benefits, including vacation and medical insurance.
Salary commensurate with experience

Years of Experience:
2 to 3 years direct fundraising and special events experience. Other relevant marketing and sales experience may be considered.
_____________________________________________________________________________________
Please submit a coverletter including salary requirements, resume, and two relevant writing/marketing/solicitation samples to Anne Mathis, Chief Stewardship Officer, The Basilica of Saint Mary, 313 Duke Street, Alexandria, VA 22314 or email her at amathis@stmaryoldtown.org. NO PHONE CALLS PLEASE.
We seek to fill the position by June 30, 2025 or sooner based on applicant pool.
REVISED 6-16-2025

About the Employer

Our parish, a Minor Basilica, was founded in 1795 in historic Old Town Alexandria and is the oldest Catholic parish in the Commonwealth of Virginia. We are part of the Diocese of Arlington and have over 3,000 registered families.