Job Category: Fulltime Regular
Caltech is a world-renowned science and engineering institute that marshals some of the world's brightest minds and most innovative tools to address fundamental scientific questions. We thrive on finding and cultivating talented people who are passionate about what they do. Join us and be a part of the diverse Caltech community.
Job Summary
The purpose of Advancement and Alumni Relations (AAR) is to foster a thriving and engaged community of support for Caltech. By strengthening and nurturing the community of people who share and support the Institute's mission and values, we will ensure the Institute receives the necessary resources to achieve our aspirations and advocate for excellence in teaching, research, and scholarship in perpetuity.
Reporting to the Assistant Vice President for Philanthropic Initiatives and Stewardship, the Executive Director of Advancement Communications works closely with the Vice President for Advancement and Alumni Relations and senior leadership. The Executive Director will oversee the strategy, planning and implementation of all marketing and communications efforts to support AAR’s philanthropic and engagement priorities. As AAR’s lead communications strategist, the Executive Director will ensure a consistent voice and visual branding across the organization, with the responsibility for the development of philanthropic messages ranging from fundraising case statements to complex proposals to donor and impact stories disseminated via digital, print, multimedia, and social media platforms. In addition, the Executive Director will drive marketing and earned media strategies that broaden support and engagement by demonstrating the impact of donor philanthropy in support of Caltech’s unparalleled teaching and research mission.
Essential Job Duties
- In consultation with advancement leadership, develop, implement, and monitor all philanthropy-related communications, donor storytelling, content strategy, and digital marketing and communications plans to support diverse fundraising initiatives for target audiences through a multi-channel approach that drives engagement and participation.
- Lead, mentor, and support a team of two other communications professionals who develop gift announcements, impact stories, social medial posts, videos, newsletters, endowment reports, proposals, cases for support, pitch decks, and other resources that engage individuals with the potential to make annual, major and transformative gifts.
- Supervise day-to-day staff assignments, maintaining a balanced workflow to meet deadlines while supporting positive team development. Review all work products to ensure alignment with AAR and Caltech style guidelines, needs, and priorities.
- Ensure the publication goal of approximately 40 gift announcements and impact stories is met each year, along with related emails and social media posts.
- Produce and/or manage Advancement Communications’ production of proposals and case statements, working directly with frontline fundraisers and faculty.
- Manage the strategic use of external partners such as freelance writers, consultants, firms, photographers, designers, and temporary staff.
- Serve as an executive communications resource to the Vice President and other advancement leaders, helping to shape strategic initiatives and communications; as needed, develop presentations, talking points and/or remarks for the Vice President.
- Establish strategy and relationships with local, state, and national media outlets to amplify gift announcements and philanthropic impact on innovation, research and teaching at Caltech to the general public.
- Provide both strategic and hands-on production-level work, effectively serving as a consultant/marketing agency to AAR departments.
- Develop processes to evaluate the effectiveness of projects to support continuous improvement and creativity.
- Work collaboratively with Alumni Relations, Annual Giving, Caltech Associates, Stewardship, Gift Planning, and other teams that produce their own communications to support the dissemination of key messages.
- Oversee the strategy, content management, and regular updating of AAR’s giving and student initiative websites.
- Supervise the maintenance of the AAR digital asset management system.
- Oversee monthly communications calendar meetings to promote visibility and collaboration among teams that produce AAR communications and to ensure communications are scheduled in a complementary manner.
- Plan and lead the AAR Communications Roundtable, a forum for communicators across AAR to connect, share successes and lessons learned, and support consistent and cohesive messaging and branding throughout the division.
- Update the AAR Communications Guidelines as needed and ensure all AAR communicators are aware of and follow them. Ensure that AAR communications complement Institute communications and incorporate branding and identity guidelines, as well as tone and voice standards.
- Design and conduct workshops for AAR staff to enhance their writing skills, case statement development, proposal writing, reading and writing for content, editing and proofreading.
- Manage Advancement Communications’ proofreading and copyediting support for colleagues throughout AAR.
- Under the direction of the Vice President, collaborate with the Office of Communications and External Relations on selected institutional projects.
- Serve on AAR manager’s team, participating in organizational planning to meet fiscal year operating goals and priorities and facilitating strategic communications across the division.
- Establish and monitor team and individual work plans and create supportive and targeted professional development plans for individual team members.
- Manage the Advancement Communications budget and prepare proposed budget for each new fiscal year.
- Stay abreast of industry trends and conduct best practice reviews of communications at other universities to ensure that Caltech continues as a leader amongst its peers.
- Execute other duties as assigned.
Basic Qualifications
- Bachelor's degree or equivalent work experience with seven or more years of experience in marketing or communications to include developing and executing high-level marketing and communications plans.
- Proven experience leading fundraising communications, marketing, and creative services team(s).
- Experience developing marketing/communications plans for a major fundraising campaign.
- Experience creating a variety of audience-centric communications materials and familiarity with brand and identity development, integrated communications programs, digital communications, and effective graphic design.
- Expertise in core marketing principles, strategies, best practices, and communications channels.
- Excellent writing and presentation skills.
- Excellent organizational and planning skills.
- Proven ability to bring discipline and organization to the work while being flexible and responsive to emerging needs.
- Proven track record managing personnel, programs, and budgets.
- Comprehensive knowledge of every step in the communication and marketing materials production process to guide staff, outside vendors and colleagues in creating outstanding products.
- Ability to inspire others, foster cross-divisional collaboration, and manage by influence across a diverse organization.
- Ability to give guidance, share and receive constructive feedback, and integrate varying points of view.
- Ability to set priorities, meet deadlines, and juggle multiple demands in a complex and fast-paced work environment.
- The highest standards of professional and personal conduct; excellent judgment and the ability to treat confidential information with discretion.
- Proficiency in Microsoft Office (Word, Excel, PowerPoint, Outlook).
- Authentic curiosity about science and technology, and an appreciation for the extraordinary intellectual accomplishments and contributions of Caltech donors, faculty, students, alumni, and volunteers.
- Demonstrate the ability to practice and adhere to AAR’s Guiding Principles.
Preferred Qualifications
- Science, medical, or technical writing/communications experience.
- Advanced degree in a communications-intensive discipline.
- Experience in higher education.
- Recognized (via awards, publications, etc.) by peers for excellence in advancement communications.
- Experience with social media platforms, SEO, and GEO.
- Proficiency using marketing automation platforms (such as Encompass) and content management systems (such as Wagtail).
Required Documents
- Resume
- Cover Letter
Hiring Range
$175,100 - $255,000 per year
The salary of the finalist(s) selected for this role will be set based on a variety of factors, including but not limited to, internal equity, experience, education, specialty and training.
As one of the largest employers in Pasadena, CA, Caltech is committed to providing comprehensive benefits to eligible employees and their eligible dependents. Our benefits package includes competitive compensation, health, dental, and vision insurance, retirement savings plans, generous paid time off (vacation, holidays, sick time, parental leave, bereavement, etc.), tuition reimbursement, and more. Non-benefit eligible employees will have access to some benefits such as onsite counseling and sick time. Learn more about our benefits and staff perks.
