Description:

The Donor Relations Manager plays a central role in delivering one of Milwaukee Rep’s most important donor benefits while overseeing the implementation of the theater’s broader donor-centric stewardship efforts. Reporting to the Director of Major and Planned Giving and working closely with the Major Gifts team, the Donor Relations Manager oversees operations of the Lubar Lounge during performances—including scheduling and managing lounge attendants—fosters relationships with major donors and leads department-wide donor relations and stewardship activities—including written and verbal communication with supporters, and the execution of all donor benefits. The Donor Relations Manager also supports institutional donor and prospect cultivation, and stewardship events, including the annual gala, the Curtain Call Ball, all while working to uphold the mission and core values of the theater with a raised consciousness toward Equity, Diversity & Inclusion efforts.

Requirements:

Support to Director of Major and Planned Giving

• Report directly to and partner closely with the Director of Major and Planned Giving, providing weekly updates on donor relations activities, lounge operations, stewardship progress, and event logistics.
• Assist the Director with strategic donor relations initiatives as needed, including the responsibility of preparing briefing materials, donor summaries, and prospect research to support cultivation and solicitation efforts.
• Prepare and submit all Major Gift Team reports—including Gift Officer Portfolio, weekly Donor Lounge Reports, weekly Stewardship Progress Reports. and other communications—to keep the Director and Major Gifts team informed of constituent engagement, attendance trends, and relationship updates.
• Serve as a dependable resource in support of the Director’s portfolio management, contributing to moves management tracking and helping coordinate donor touch points in alignment with the department’s fundraising strategy.
• Participate in team meetings, planning sessions, and other discussions as directed, contributing insights and recommendations informed by front-line donor interactions.

Donor Stewardship & Prospecting

• Manage the logistics and execution of donor benefits—including VIP parking assignments, preferred seating offers, donor lounge access, and dinners at the Baird VIP Suite—and communicate with benefit recipients.
• Oversee prospect research for both individual and institutional donors and donor prospects.
• Contribute to stewardship efforts with year-round “check-in” communications, both written and verbal, primarily by phone.
• Assist with the execution of donor stewardship tasks prior to and during performances.

Donor Lounge & Hospitality

• Oversee Lubar Lounge operations during Milwaukee Rep performances (November–June), ensuring a consistently warm, professional, and high-quality donor-centric experience for all guests throughout the evening, including during intermission and post-show.
• Recruit, schedule, and assign lounge attendants for each performance, managing workload distribution and providing ongoing performance oversight to ensure service standards are met.
• Oversee accurate guest check-in processes, ensuring lounge staff utilize nightly guest lists and donor records and pull appropriate reports and records in Tessitura.
• Ensure lounge staff confirm guest eligibility for lounge access and handle all sensitive information with appropriate discretion.
• Oversee the coordination of ADA access and other guest needs with Front of House staff, ensuring lounge attendants are equipped to respond appropriately.
• Oversee bar staff coordination to ensure seamless lounge operations; manage Lubar Lounge expenses related to food and beverage.
• Cultivate and maintain a high level of personal engagement and familiarity with major donors; prepare and submit weekly Donor Lounge Reports to the Major Gifts team.

Donor Communications & Follow-Up

• Complete pre-calls to donors prior to performances based on the major gift attendance report.
• Conduct follow-up outreach to thank donors for their support of Milwaukee Rep within three days of their lounge visit.
• Coordinate the preparation and distribution of pre-signed correspondence cards from the full Major Gifts team to support timely and personal completion of donor follow-up.

Events & Special Events

• Assist in event logistics, including drafting copy for invitations, creating and managing invite lists, tracking event RSVPs, communicating with constituents in a timely and professional manner, coordinating needs with outside vendors, and assisting in executing the event plan.
• Attend and lead events as needed.
• Each spring, support the planning of the annual gala (the Curtain Call Ball). Duties may include those outlined above as well as managing auction/raffle items, communicating with volunteers, proofing design materials, updating mobile bidding software, and preparing print materials such as programs and signs.
• Attend the gala (typically held the day before Mother’s Day) and serve as point person during portions of the event as needed.

Administrative Support for the Development Team

• Provide administrative assistance to the Development Department as needed, including donor research, major gift officer moves management tracking, and recording donor notes in Tessitura.
• Other duties as assigned.

SCHEDULE

This is a full-time, exempt position with administrative duties generally performed during regular weekday business hours. The schedule will be coordinated with the Director of Major and Planned Giving; however, the position requires flexibility to work evenings, weekends, and occasional holidays to support donor lounge operations, donor meetings, events, performances, and other organizational needs.

REQUIREMENTS OF THE POSITION

• Bachelor’s Degree with major coursework in Arts Management, Communications, or a related field, and one year of professional experience in event planning, donor relations, stewardship, or communications; OR any equivalent combination of education, training, and experience.
• Knowledge of philanthropy and donor-centric fundraising principles.
• Detail-oriented with superior organizational skills; able to navigate multiple timelines at once while maintaining consistency in their work.
• Excellent written and verbal communication skills, with the ability to respond effectively and diplomatically to a diverse audience of donors, volunteers, and various leaders.
• Strong strategic and critical thinking skills; able to problem solve, think on one’s feet, adapt quickly, and resolve conflict independently.
• Previous experience in customer service, hospitality, events, or front-of-house roles preferred.
• Familiarity with donor/member/guest service protocols preferred.
• Experience in Tessitura, or a similar customer relationship management (CRM) database, preferred.
• Experience in iWave or similar wealth screening software preferred.
• A love or appreciation for the performing arts preferred.
• Ability to pass a background check in accordance with state and/or federal laws.
• Capacity to work evenings and weekends, as required.

MILWAUKEE REP VALUES EMPLOYEES WHO:

• Communicate well with a diverse group of colleagues, and are able to accept and incorporate feedback.
• Demonstrate an aptitude and eagerness to learn new skills and processes when necessary.
• Solve problems and engage in creative thinking about challenges individually and in a group environment.
• Have excellent interpersonal, teamwork, and diplomacy skills and the ability to be self-directed and take initiative.
• Demonstrate an understanding of historical and institutional racism in the American theatre and/or a willingness to commit to learning and to the mission, vision, and values of the theater in areas of Equity, Diversity, and Inclusion efforts both in the workplace and in our community.

BENEFITS OFFERED

• Health & Dental Insurance – Employee contribution to premium
• Health Savings Account & Health Reimbursement Account
• Flexible Spending Account
• 403(b) Retirement Plan
• Paid Time Off Package including Vacation Time, Sick Leave, Holidays, Parental Leave, and Medical Leave

PHYSICAL DEMANDS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is frequently required to sit; talk or hear; and use hands to handle or touch objects or controls. The employee is regularly required to stand and walk, and to stand in place for periods of an hour or more. On occasion the incumbent may be required to stoop, bend, or reach above the shoulders. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus.

Milwaukee Repertory Theater is committed to creating a culturally diverse environment and is proud to be an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, gender identity or expression, sexual orientation, marital status, national origin, genetics, disability, age, or veteran status.