Position Overview
The Donor Travel Coordinator is responsible for delivering high-touch, white-glove donor travel experiences that deepen engagement and strengthen long-term support for Room to Read's mission. This role ensures that donor site visits and curated group travel experiences are executed with exceptional attention to detail, professionalism, and careparticularly for senior stakeholders, including major donors, board members, and VIP supporters.
As part of the Marketing and Communications team within the Development and Communications department, the Coordinator manages the full lifecycle of donor travelfrom planning through post-visit follow-upensuring each experience is seamless, well-coordinated, and aligned with organizational priorities. Success in this role requires anticipating needs, managing complex logistics across geographies, and maintaining a consistently high standard of service.
In parallel, the Coordinator ensures that all travel activities and insights are accurately captured in systems to support relationship management, reporting, and continuous improvement.
Based in India and reporting to the Manager, Stakeholder and Community Engagement (U.S.-based), this role works closely with relationship managers, country office teams, and global stakeholders across time zones and cultural contexts.
Responsibilities
Donor Travel & Experiential Engagement (50%)
- Coordinate end-to-end planning and execution of approximately 3035 individual donor site visits and multi-day group journeys annually
- Support high-priority visits involving major donors, board members, and VIP stakeholders, ensuring a high-quality, well-managed experience
- Maintain and update donor travel resources, templates, and planning tools to ensure consistency and ease of use
- Develop and refine tools and documentation to improve efficiency and standardization across global travel practices
- Maintain reference tools (e.g., travel logistics, school calendars) to support planning and scheduling
- Communicate timelines, requirements, and updates to relationship managers and country office teams
- Support onboarding and guidance for country office staff on donor visit protocols and expectations
- Partner with supervisor to align priorities, review upcoming travel, and proactively address risks
Systems, Tracking & Data Management (35%)
- Maintain the Site Visit Tracker to ensure accurate, real-time visibility into planned and completed travel
- Enter all donor visits and travel activities into Salesforce in a timely, accurate, and standardized format
- Ensure donor engagement data, insights, and follow-up actions are captured to support effective stewardship
- Partner with internal teams to generate dashboards, reports, and travel summaries for key stakeholders
- Track post-visit engagement and outcomes within Salesforce to support evaluation of experiential strategies
- Manage the travel@ inbox, ensuring timely responses and clear documentation
- Maintain organized, accessible shared resources and documentation
Cross-Functional Collaboration & Continuous Improvement (15%)
- Collaborate with Marketing and Communications, country offices, and operations teams to align donor travel with campaigns and strategic priorities
- Support reporting processes that demonstrate the impact of donor travel on engagement, retention, and fundraising outcomes
- Identify and recommend improvements to workflows, tools, and communication across teams
- Contribute to effective collaboration across global, cross-cultural teams
Qualifications
- 1 to 3 years of experience in international travel coordination, event management, operations, or project coordination, especially managing complex logistics for senior stakeholders (e.g., executives, donors, board members)
- Strong organizational and operational skills with the ability to manage multiple concurrent priorities with high accuracy
- Hands-on experience using Salesforce or another CRM/database to track activities, maintain accurate records, and support reporting
- Experience working with systems and trackers (e.g., CRM, spreadsheets) to manage activities and ensure data accuracy
- Proven ability to coordinate across multiple stakeholders, teams, or geographies
- Strong communication skills, including the ability to provide clear guidance and follow up effectively across teams
- Full professional proficiency in English
- High attention to detail and strong follow-through
Preferred
- Experience in a global nonprofit or mission-driven organization
- Experience contributing to reporting, dashboards, or basic data analysis
Compensation
Room to Read offers a competitive salary with excellent benefits. Benefits vary based on the local requirements and best practices in the country where the position is based, but all employees are provided with comprehensive medical coverage, retirement savings contributions and/or pension plan matches, and paid time off.
The non-monetary compensation includes a unique opportunity to be part of an innovative, meaningful, and growing organization that is changing the world through the lifelong gift of education.
Room to Read is proud to be an equal opportunity employer committed to identifying and developing theskills and leadership of people from diverse backgrounds.
Room to Read is a child-safe organization; all personnel must adhere to Room to Read's Child Protection Policy, Child Protection Code of Conduct, and Prevention of Sexual Exploitation and Abuse (PSEA) Policy.
