Philanthropy Coordinator

Monday, 18 Mar 2024

Musica Viva Australia relies on the generosity of its supporters to help bring its mission to life - giving audiences access to the performances, education programs, new works and tours for which they are renowned. The Development team now seeks a Philanthropy Coordinator who will play crucial role in supporting the implementation of strategies to strengthen Musica Viva Australia’s philanthropic activities through database, communications and scheduling support, budget maintenance, and administrative duties.


Job Title: Philanthropy Coordinator

Reports to: Individual Giving Manager

Location of Job: Sydney on Gadigal Land

Appointment type: Full time permanent (Hybrid & Flexible working available)


Our Vision: A music-rich future for all Australians.

Our Purpose: To connect all Australians to something bigger than themselves: to powerful music which awakens the spirit.

Our Mission: With chamber music at our artistic core, Musica Viva Australia creates memorable musical experiences for audiences at every stage of life and for musicians at every stage of development through Concerts, Education programs and Emerging Artist programs.


Purpose of Position: The Philanthropy Coordinator plays a vital role within the Development Department as the administrative backbone of the team. The position exists to deliver database support, budget maintenance and other administrative duties related to Musica Viva’s individual giving and philanthropic activities.

Reporting/working relationships: The position reports to the Individual Giving Manager and works in close collaboration with the entire Development Team. The role is also a crucial support for the State Managers and their respective donor engagement activities.



  • Process all contributions, receipting and generating relevant thank you letters in accordance with the Donor Acknowledgment Policy
  • Regularly update the Donor Acknowledgment listings in print and online, including tracking this information in the company database (Tessitura)
  • Co-ordinate Musica Viva Australia Broadcast Club, including creation and delivery of Broadcast Notes for performances as part of the Bequest & Planned Giving strategy
  • Assist in implementing the Bequest and Planned Giving strategy to strategically identify and cultivate prospect bequests, as well as actively service existing Custodians
  • Contribute to campaign and appeal planning, messaging and delivery – in particular supporting the Individual Giving Manager with all aspects of the End of Financial Year Campaign
  • Database Management (Tessitura)
  • Create custom reports, lists & extractions, as required
  • Assess and build database capabilities for Development
  • Prepare data for End of Financial Year Campaign, including segmentation
  • Manage and disseminate all reporting on End of Financial Year Campaign and Subscription Campaign
  • Undertake analysis of campaign results to inform reporting and future campaign planning
  • Support Development Team and State Managers and their teams with their use of the database for Development, including the implementation and utilisation of Plans
  • Maintain current knowledge and implement changes with regard to Development department, when and where required
  • Manage VIP invitation list and staff the Guest Ticket Desk for all Sydney Concerts


  • Work with the marketing team to prepare content for all Development requirements – giving programs and reports, campaigns and appeals, event collateral, partner collateral, performance programs, Company enews, donor enews, annual reports and all other communications as required
  • Ensure website and all consumer-facing information is correct and up to date
  • Manage the preparation and dissemination of various electronic communications through Wordfly, including the quarterly donor e-newsletter, donor and VIP event invitations, and other ad-hoc donor communications
  • Ensure website and all consumer-facing information is correct and up to date
  • Manage the Development communication and events planner to ensure all department activity and messaging is on track, including managing all Development inclusions for mainstage and Morning Masters concert guides


  • Perform accurate maintenance of team financial processes, including tracking department expenditure against budget, tracking contributed income on budget and forecast documents, and reconciling department credit card expenditure
  • Coordinate the weekly Development Department team meeting and other regular interdepartmental meetings
  • Establish and maintaining systems that facilitate the streamlined delivery of all departmental processes
  • Support prospect research
  • Ensure accuracy of all Donor and prospect records in the Company database (Tessitura), including recording relevant interactions & maintaining accuracy of contact information
  • Undertake any tasks requested by the Development Director or Executive Director / Executive Team within the scope of the position
  • Contribute to all Development Department team strategy meetings
  • Enlisting volunteer help as required
  • Engage constructively with supporters and staff of Musica Viva Australia, contributing to the smooth operation of the company and the fulfillment of its mission
  • Assist Development Team members with any other administrative duties as required
  • Enlisting volunteer help as required


Assist with the delivery of development events nationally, including:

  • Organising logistics for Sydney Development events, including Amadeus Salons, interval drinks, and other events as required
  • Managing and dispatching invitation requirements
  • Ensuring RSVP and all event related information is tracked in the database (Tessitura)
  • Tracking all event expenditure against budget and reporting on any contributed income


  • As appropriate, represent Musica Viva Australia in the Development sector, enhancing perceptions and raising profile
  • Develop relationships with industry stakeholders and advocates
  • Engage constructively with supporters and staff of Musica Viva Australia, contributing to the smooth operation of the Company and the fulfillment of its mission
  • Promote the importance of Development within the Company and the role of all staff in providing excellent experiences for our partners
  • Advocate for Development as a whole, both internally and externally, and when in discussion with stakeholders, consider the broader Development picture


  • Maintain healthy work relationships with volunteers and other staff
  • Attend meetings
  • Contribute to regular and ongoing quality improvement and funder-required accreditation
  • Participate in professional and performance development activities and remain up-to-date on current knowledge and skills related to the position
  • Take reasonable care for their own health and safety and for the health and safety of anyone else who may be affected by their acts or omissions at the workplace
  • Hold a valid Working with Children Check – MVA will cover the cost of obtaining or renewing
  • Where reasonably and lawfully required, be fully vaccinated against COVID-19, including being up to date with any recommended booster shots
  • Maintain the highest ethical standards, confidentiality and cultural awareness
  • Adhere to workplace policies, procedures and systems, as amended from time to time, in particular those that address workplace health and safety, anti-discrimination, bullying and harassment
  • Contribute to the overall well-being of the organisation and avoid participation in any activity that might be harmful to the good operation, health, or reputation of the organisation
  • In addition to the duties outlined above, the position holder is also required to perform such other duties as may be directed, provided these are within their competency or training from time to time


  • Excellent relationship building skills
  • Attention to detail with excellent oral and written communication skills
  • Systematic problem solver and researcher – proficiency in collating and analysing information
  • Process-oriented, efficient and well organised demonstrating an ability to prioritise
  • Team player – friendly, can-do approach to work and life
  • Well-presented, demonstrating confidence and a passion for the arts
  • Knowledge of Tessitura or similar donor database/CRM programs
  • Proficiency in Microsoft Office (Word, Excel and PowerPoint)
  • Ability to undertake occasional out of hours work for concerts and events
  • Willingness to learn and support the team
  • Interest in and/or knowledge of the arts scene, classical music and music education in particular desirable
  • Experience using email direct marketing platforms desirable

Send your resume and a letter (maximum 2 pages) introducing yourself and addressing the knowledge, skills, qualifications and abilities to [email protected].

Note: In the subject of the email add the following code PCOORD24 and your full name. Applications not including this code may not be correctly processed.

For an informal chat about the role and MVA please contact Caroline Davis Individual Giving Manager [email protected] or Jennifer McCleary People & Culture Manager [email protected]

Musica Viva Australia is a family friendly and flexible employer committed to equity and inclusion. We welcome and encourage applications from First Nations people, people who identify as having disability, people who identify as LGBTIQA+, and people from culturally and linguistically diverse backgrounds.

If at any stage of the process you require any adjustments due to disability or having access needs please let us know. Applications close: Monday 18 March 2024