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Title:                 Advancement Associate/Assistant to the CEO
Reports to:      Advancement Manager
Status:              Exempt
Date:                 January 29, 2019

Job Summary:

Work closely with the Advancement Manager and fundraising team to support robust resource development program including CRM maintenance, donor recognition and stewardship, and prospect research. Serve as assistant to the Chief Executive Officer by managing all scheduling requests for the CEO and provide office management support for Halcyon’s headquarters. Position requires a keen eye for detail and incredible organizational skills for an ever-changing business calendar and complex schedule. The Advancement Associate will be engaged in every aspect of day-to-day life, making discretion and confidentiality vital. Excellent customer service skills are a must.

Job Responsibilities:

  • Support Advancement Manager with the daily administration of Halcyon’s CRM, EveryAction, and tracking of important donor information
  • Research and identify current and prospective donors, both individual and institutional, and prepare background information/briefing material for leadership
  • Oversee pledges and preparation of pledge payment reminders and pledge agreements
  • Prepare, track, and mail acknowledgment and tax letters, and oversee online stewardship efforts
  • Support members of the Advancement and Events teams with the annual Halcyon Awards
  • Track CEO’s contacts and maintain careful moves management reports that accurately chart prospect identification, cultivation, and stewardship
  • Manage and organize the CEO’s calendar including but not limited to: scheduling and confirming meetings, travel/accommodations, sending meeting requests, invitations, etc.
  • Respond to meeting requests on behalf of the CEO; discuss and review weekly scheduling priorities with CEO
  • Assist Director of Events with setting up onsite lunch meetings for the CEO
  • Greet and provide hospitality to guests upon arrival, occasionally conduct tours
  • Field incoming phone calls on behalf of Halcyon and CEO, redirect calls as appropriate
  • Update and print team meeting agenda for weekly Halcyon team meeting
  • Replenish collateral supplies for Halcyon’s front lobby table for guests and events
  • Maintain Halcyon’s inquiry e-mail system
  • Purchase and distribute Halcyon team, Board and Honorary Board birthday cards
  • Manage office supplies inventory and general office management for Halcyon’s HQ

Minimum Education Required:

Bachelor of Arts of Bachelor of Science degree

Minimum Experience Required:

At least one-year experience in a development or administrative assistant role; support of C-level executive experience preferred

Skills and Abilities:

  • Embody Halcyon’s values; nimbleness, humility, risk-tolerance, nurturing, and optimism.
  • Exceptional organizational and flexible multi-tasking skills; prioritization and efficiency a must
  • Team player with an optimistic, can-do approach and good sense of humor
  • Excellent communication and grammatical skills for corresponding with high-level donors, sponsors, board members, educators, representative of city/state/federal entities, diplomatic corps, volunteers, and professional colleagues, press members, and the public
  • ​Proficient in PC and PC software; experience with Mac a plus
  • Experience working in database software (examples NEON, Every Action, Sales Force, etc.) a plus
  • Professional and approachable manner; use of utmost discretion at all times
  • Willingness to adapt to an ever-changing, often high-speed environment

To apply, please send cover letter, resume, and salary requirement addressed to Erin Knisley, COS at Incomplete applications will not be considered.



Title:                           Event Coordinator
Reports To:                 Director of Events
Status:                         Exempt
Date:                            December 10, 2018


Assist in the planning and execution of internal meetings including lunches, coffee breaks, and happy hours; and a diverse range of premier social events including founders’ dinners, board meetings, launch events, showcases, art events, our awards gala, and city-wide festival. 

Essential Responsibilities:


  • Order, distribute, and manage all event-related materials
  • Contribute to event concept building and theme development
  • Customize menus and drinks for events
  • Assist with all other event preparation, from inception, day-of execution, and event wrap-up (including thank-you cards, post financial reports, post event communications, debriefings, etc.)
  • Coordinate volunteers for the Halcyon Awards, By The People festival and other events
  • Produce Halcyon Awards Auction-related correspondence and follow-up.

Setup and Breakdown

  • Create floor plans
  • Do setup and breakdown of event spaces
  • Ensure event spaces are ready for tours and events


  • Monitor incoming and outgoing invoices and follow up with accounting to ensure payment
  • Reconcile budgets for each event
  • Support the general administrative duties of the events team including organizing catering; coordinate with other departments around events requirements, and arrange travel
  • Maintain and organize the office's event storage rooms and implement an event inventory tracking process
  • Draft, update and maintain event documents and databases
  • Other duties, as assigned

Minimum Education Required:
BA degree

Minimum Experience Required:  
Two years of hospitality experience. Experience working with database software (examples NEON, Every Action, SalesForce, etc.) a plus.

Skills and Abilities:

  • Proven ability to communicate articulately, graciously, and persuasively
  • Solid written skills including grammar and punctuation
  • Attention to detail and strong organizational skills
  • Solid problem-solving skills including identifying and recommending solutions
  • Ability to work with multiple priorities and deadlines and to pitch in where needed
  • Proven ability to work collaboratively with others and independently to achieve common objectives, and good sense of humor
  • Good social skills for dealing with donors, sponsors, educators, representative of city/state/federal entities, diplomatic corps, volunteers, professional colleagues, and press
  • Thrive working in a fast-paced, dynamic, start-up environment
  • Love of learning and pride in resourcefulness
  • Computer literate; proficiency with MS Word, Excel, PowerPoint, and Outlook, and databases
  • Embody Halcyon’s values: nimbleness, humility, risk-tolerance, nurturing and optimism

Special Considerations:
Evening and weekend work will be necessary to appropriately staff events. Ability to lift 50 pounds.

To apply, submit send cover letter, resume, and salary requirement to


Title:                 Halcyon Incubator Program Coordinator
Reports to:      Halcyon Incubator Program Manager
Status:             Exempt
Date:                December 21, 2018


The Program Coordinator manages the recruitment and selection process with the goal of recruiting the most talented social entrepreneurs in the world.  The Program Coordinator will help design and implement the program content, nurture the Fellows, coordinate with mentors, leadership coaches, and partners to create an environment where the Fellows can grow, and their ventures can mature to be successful.

Job Responsibilities:

  • Program Application and Selection
    • Design and implement recruitment strategy to target the world’s most talented social entrepreneurs
    • Engage the Halcyon community to increase recruitment effectiveness
    • Grow a highly qualified applicant pool
    • Manage the application and selection process
    • Ensure selection committee has the necessary information to review potential Fellows and meet Halcyon timelines
    • Write timely and gracious communication with applicants and selected Fellows
    • Craft communications publicly announcing new cohorts and/or successes of current and post-residency Fellows
  • Program Coordination
    • Manage and streamline invitations and logistics for Halcyon Incubator events
    • Plan, prepare, and implement core programming events for Fellows
    • Strengthen the sense of community for the Fellows
    • Monitor relationships between Fellows and mentors, leadership coaches, and partners
    • Provide ongoing support for post-residency Fellows and their ventures
    • Provide social, emotional, and/or mental support to the Fellows
    • Execute summer incubator intensive programs for international social entrepreneurs
    • Design, conduct, and analyze surveys to assess program effectiveness and recommend changes to enhance the Halcyon Incubator Program
    • Assist communication partners with maintaining and updating the Halcyon Incubator social media accounts and drafting messages for public dissemination
    • Attend networking events to recruit applicants and build a robust network of local startup advisors, mentors, and potential investors
  • Additional special projects as assigned

Minimum Experience Required:

  • Bachelor’s degree preferred
  • Two years program and/or project experience with an incubator, startup, or entrepreneurial program

Skills and Abilities:

  • Enthusiasm for social entrepreneurship
  • Strong written and oral communication skills
  • Emotional intelligence and interpersonal skills, including the ability to connect with people from diverse backgrounds to engender trust
  • Attention to detail with reliable organizational skills to prevent details from slipping through the cracks
  • Polite persistence when following up with key stakeholders
  • Nimbleness to adapt to frequent changes in a fast-paced work environment
  • Proven ability to work collaboratively with others and independently to achieve common objectives, and a good sense of humor
  • Reliable work ethic to complete tasks
  • Time management competence to prioritize work projects and meet multiple deadlines
  • Embody Halcyon’s core values of nimbleness, humility, risk-tolerance, nurturing, and optimism
  • Computer skills including Microsoft Office, Google Docs, Google Sheets, PC, and Mac

Special Requirements:

  • Able to work weekends and evenings as required by program responsibilities

To apply, please send cover letter, resume, and salary requirements to We are seeking candidates who are thoughtful about their application and can articulate why this role aligns with their professional goals.