Seasonal Philanthropy Coordinator - Donor Visitation

TITLE:

Seasonal Philanthropy Coordinator - Donor Travel and Visitation

DIVISION:
Philanthropy

REPORTS TO:

Philanthropy Operations Manager

LOCATION:

Bozeman, Montana

FLSA STATUS:
Non-Exempt

GROUP:
Short Term Temp (April 1 - October 15)

HOURS:

Full-time averaging 40 hours per week

BENEFITS:
Refer to benefit guide and handbook on company career site

This job description is not designed to cover or contain a comprehensive list of activities, duties, or responsibilities required of the employee. Employees are expected to be responsible for and assist with additional tasks and duties as needed. Job description details including title, duties, division, reports to, supervises, work location, FLSA status, group, hours, and benefits are subject to change at the discretion and needs of the organization and ensure compliance with applicable laws and regulations.

JOB PURPOSE:

This role helps create exceptional experiences for our donors during our visitation season. In this seasonal hands-on role, you’ll coordinate travel logistics, assist with itineraries, and provide support to ensure every visit runs smoothly. This is a unique opportunity to gain real-world experience in philanthropy, donor relations, and nonprofit operations all while contributing to a meaningful mission.

In addition to visitation support, this seasonal position offers exposure to a variety of philanthropy initiatives, providing meaningful learning opportunities in donor relations, fundraising, and nonprofit operations as time allows. This is a great role for someone who enjoys organizing, collaborating, and contributing to the impact of a meaningful mission.

This role is ideally full-time from May through October. Candidates interested in shorter or tapered hours, particularly in the start of the season or end of the season (April and September/ October), are still encouraged to apply.

90% Philanthropy Visitation and Travel Coordination

• Coordinate all trip logistics from initial requests through return using Wrike project management software.
• Serve as the primary point of contact for American Prairie vendors supporting hosted visits.
• Assist philanthropy team in development of trip itineraries, coordinate activities, and communicate with guests.
• Handle lodging reservations and process trip invoicing through Checkfront software.
• Support the Public Access Manager in ensuring seasonal field staff have necessary resources and information for trips and events.
• Responsible for collecting and organizing necessary forms from guests, ensuring compliance and completeness.
• Manage dietary restrictions and preferences for a seamless travel experience for guests.
• Prepare and maintain vehicles for trips, including cleanliness, supplies, and informational materials.
• Maintain and update an emergency kit (e-kit) in vehicles to ensure readiness for all trips.
• Conduct pre-trip shopping to secure necessary supplies and ensure trip readiness.
• Prepare coolers, drinks, and snacks for each trip, tailored to guest preferences and dietary needs.
• Assemble pre-trip binders with relevant information for trip hosts.
• Restock vehicles, update supplies, and refresh emergency kits in preparation for future trips.
• Archive trip materials, including forms, itineraries, and guest kits, for future reference post trip.

10% Philanthropy Operations and Other Team Support

• Assist maintenance staff with Bozeman-based vehicle needs when requested.
• Assist with miscellaneous philanthropy operations tasks as assigned.

Required

• Strong organizational skills with attention to detail and ability to manage multiple tasks efficiently.
• Basic proficiency with Google Suite.
• Strong written and verbal communication skills.
• Comfortable working independently on short-term assignments.
• Ability to handle confidential information with discretion.
• Enthusiasm for philanthropy, fundraising, or nonprofit work, with willingness to learn and take initiative.
• Valid driver’s license and acceptable driving record.
• Ability to lift and carry items up to approximately 25–30 pounds (e.g., coolers, boxes, visitation materials).
• Ability to stand, bend, lift, and move for extended periods.
• Ability to travel 10%
• Comfortable traveling independently in remote, rural areas.
• Ability to work evenings, weekends, and non-traditional hours as needed.

Preferred

• Currently pursuing or recently completed a college degree in hospitality management, tourism management, nonprofit management, communications, business, or a related field.
• Experience in travel coordination, event planning, or related roles.
• Familiarity with inventory management and budget.
• Checkfront experience.
• Wrike or experience with similar project management tools.