Individual and Planned Giving Coordinator

Development Palo Alto, California


Position Summary: 

This position is responsible for providing support to POST’s growing Planned Giving program. Under the supervision of the Director of Planned Giving, the Coordinator is responsible for the administration of all maturing planned gifts, valued at about $3.5 million annually. The Coordinator will execute planned giving marketing efforts and plan small donor events. This position also stewards a portfolio of legacy society members.

Essential Duties:

  • Manage, track and report on all open estates and related documentation
  • Serve as primary contact for trustees and estate attorneys and, in coordination with Director of Planned Gifts and Finance Department, facilitate timely and full receipt & acknowledgement of estate gifts
  • Assist Director of Planned Giving with establishment of and manage documentation and donor correspondence for life income gifts, including quarterly distributions, payment updates, remainder updates and tax forms
  • Under the direction of the Director of Planned Giving, write content for and manage production of annual multi-channel planned giving solicitation, including related budget, vendors, mailing list coordination, invoices and response metrics
  • Assist Director of Planned Giving and Development and Events Coordinator with annual Open Space Legacy Society event for 150+ attendees, including handling RSVPs and responding to questions as well as coordinating pre- & post- event communications to donors
  • In collaboration with Development and Events Coordinator and with support from the Development Assistant, plan and execute donor Walks & Talks series with 8 or more total outings per year and 25+ attendees per session
  • Plan and execute one-off small group donor events, including hikes, briefings and driving tours as needed
  • Manage portfolio of 100+ mid-priority planned giving donors to steward their annual gifts and legacy commitments as well as maintenance portfolio of 150+ planned giving donors, ensuring donors receive appropriate solicitations, acknowledgements, personalized responses to inquiries and invitations to events or personal meetings (carried out independently or with other staff) as appropriate
  • Assist Director of Planned Giving with development of planned giving proposals in response to prospect inquiries
  • Assist Director of Planned Giving with program & marketing analytics as well as program strategy and planning
  • Conduct research on POST donors and planned giving prospects
  • Serve as a lead resource for planned giving team on Salesforce database use and optimization, audit and accurately record legacy gift details and other data in donor database, build & pull custom reports
  • Keep abreast of tax laws pertinent to charitable giving and stay current on and conversant with POST land projects
  • Other general and miscellaneous duties and special projects

Supervisory Responsibilities:
  • Interns and volunteers as needed

Required Knowledge & Skills:
  • Two years of experience in fundraising/development required, familiarity with planned giving preferred
  • Strong communication and interpersonal skills characterized by experience listening, speaking and writing successfully with individuals of any age, wealth class, cultural background, and other identities/dimensions
  • Knowledge of legal and procedural aspects of estate administration preferred
  • Experience planning events and managing mailings including coordinating with vendors and working within a budget preferred
  • Database experience required, knowledge of Salesforce preferred
  • Proficiency with Microsoft Office, including Word and Excel, required; with Smartsheet, preferred
  • Ability to prioritize and effectively handle multiple tasks and deadlines efficiently
  • Excellent organizational skills and attention to detail
  • Able to work well with others and to work under pressure in a professional manner
  • Ability to handle highly confidential information with discretion
  • Valid California Driver’s License required
  • College degree preferred
  • Interest in and knowledge of environmental and conservation issues strongly preferred

Physical Requirements:
  • Must possess mobility to work in a standard office setting and to use standard office equipment, including a computer; strength to lift and carry materials weighing up to 15 pounds; and hearing and speech to communicate in person and over the telephone; occasional hiking of moderate difficulty
  • Must be able to drive
  • Ability to escort individuals of all abilities on hikes and outings on open space preferred
  • This position requires occasional evening and weekend work