Planned Gifts Assistant

Planned Giving San Francisco, California


Earthjustice is the premier nonprofit environmental law organization. We take on the biggest, most precedent-setting cases across the country. We wield the power of law and the strength of partnership to protect people’s health; to preserve magnificent places and wildlife; to advance clean energy; and to combat climate change. We partner with thousands of groups, supporters, individuals and communities to engage the critical environmental issues of our time, and bring about positive change. We are guided by a passionate, ambitious vision for the future for people and our planet: until justice stands for all, we will never rest. We are here because the earth needs a good lawyer.

Founded in 1971, Earthjustice has a distinguished track record of achieving significant, lasting environmental protections. We achieve this by hiring people who share a passion for justice and a healthy environment. Our headquarters are in San Francisco with offices in Anchorage, Juneau, Los Angeles, Tallahassee, Honolulu, New York, Philadelphia, Denver, Seattle, Bozeman, and Washington, DC.

The Planned Gifts Assistant works under the supervision of the Planned Gifts Operations Manager and is an integral part of a growing planned gifts team. This position requires a self‐starter who is able to work both collaboratively and independently and possesses strong interpersonal skills. The Planned Gifts Assistant must be able to manage multiple projects simultaneously, meet deadlines, and be highly detail‐oriented. This position is responsible for handling and fulfilling all incoming donor inquiries, coordinating email and phone responses, distributing inquiries as needed to other members of the team, ensuring that follow up occurs and is documented in BBEC. This work requires a donor centered orientation to responding to questions, requests for information, and follow up. 

Informed by the strategic direction of the Operations Manager, the person in this position will ensure the regular, timely, and accurate entry of a variety of important donor and program information into the development database. The position will also provide project support independently and administrative support as needed. These responsibilities include but are not limited to direct donor contact; complex data tracking and hygiene; writing and copy-editing assignments; and other tasks as assigned.  The position requires frequent interaction the general public and with staff members across the organization. 

Responsibilities:

Project Management 20%

  • Coordinate fulfillment of inquiries, including tracking responses, preparing fulfillment materials, and prompting staff follow up.
    In coordination with Operations Manager, perform regular and one-off data hygiene projects in the database to assure high quality, accurate reporting.
  • In collaboration with Operations Manager, draft and submit grant reports as needed for any estate gifts.
  • Work with the Donor Marketing and Engagement team and others to coordinate the various aspects of select events and mailings, such as the Annual Report, victory updates, and regional and program reports to help ensure message, strategy alignment, list accuracy and the effective leveraging of existing materials and activities.
  • Represent the Planned Gifts team on working groups with staff from across the Development Department to ensure the coordination and alignment of the cross-teams activities and processes, including onboarding and internal communications.
  • Assist with the creation and maintenance of data entry and administration process manuals.
  • Assist Operations Manager with other projects as needed.

Donor Cultivation and Stewardship 20%

  • Provide first line of customer service support for donors contacting the planned gift department by mail, email and phone; triaging as well as fulfilling information to ensure a timely response. Serve as an ambassador of Earthjustice in these interactions with tact, professionalism and good energy.
  • Assist with the execution of donor acknowledgment letters, proposals, and mailings, including proofreading, editing and production.
  • Provide back-up donor contact support, including taking calls from donors, for gift officers, as needed.
  • In collaboration with Planned Gifts Individual Gift Officers, execute discrete donor outreach campaigns for stewardship or discovery, as needed.

Data Entry and Data Management 30%

  • Ensure donor engagement information is captured in the database in an accurate and timely fashion.
  • Track incoming marketing leads in the database and ensure leads are fulfilled in a reasonable period of time.
  • Work with third-party estate administrator to track status of estate gifts in donor database and upload proper documentation.
  • Assist with the execution of mailings, including individual proposals, broad in-house letter projects, lead fulfillment, and other miscellaneous mailing and shipping tasks, on an ongoing basis or as needed.
  • Organize and file important donor paperwork digitally and in-office.
  • Administer matching gift campaigns: evaluate the eligibility of incoming gifts and track gift information as required by grant agreements.
  • Schedule and coordinate onboarding of any new Planned Gifts staff.
  • Manage all information relating to current planned giving donors, prospects, and estates in a manner that emphasizes the highest standards of accuracy, timeliness, thoroughness, data integrity and confidentiality.
  • Other duties, as assigned.

Administrative Support 20%

  • Provide administrative support to the Director and other Planned Gifts staff, including assistance with travel, meetings, scheduling and other forms of support for the wider team, as needed.
  • With guidance from the operations manager, maintain and track expenses against project and activity costs, process all invoices, expenses, and check requests.
  • Provide primary administrative support for the Director, including all scheduling and meeting management, employing best use of technology, including Zoom and Microsoft Teams.
  • Take notes and coordinate the agenda at team meetings.
  • Support the planning and coordination of team cultivation events.

Research, Training and Engagement 10%

  • Develop a strong working knowledge of Earthjustice’s initiatives in order to educate and inform donors and prospects about our mission and work/impact.
  • Grow understanding of philanthropy developments and fundraising techniques by attending meetings, conferences, and participating in training programs.
  • Participate in Diversity, Equity & Inclusion and program trainings and informational sessions to develop a deeper understanding of Earthjustice’s values and program work.
  • Serve as a member of non-fundraising organizational or departmental working group or planning committees, as appropriate.
  • Complete IT security trainings and stay updated and aligned with organization best practices.

Qualifications:

  • Bachelor’s degree or 1-2 years’ experience in administrative work, development (fundraising) or non-profit preferred. 
  • Attention to detail including excellent attention to data hygiene, strong proofreading and copy-editing skills.
  • Experience with CRMs, donor databases, and an ability to further learn database management skills. Working knowledge of Blackbaud CRM is highly preferred.
  • Capability to engage with issues creatively, strategically, and effectively.
  • Strong initiative, self-motivation and flexibility; ability to make sound judgments and work collaboratively as a member of a successful team. Exemplary organizational skills and an ability to develop and effectively utilize systems to coordinate large quantities of data and details.
  • Demonstrated ability to handle multiple tasks, meet deadlines, prioritize assignments, and work with grace under pressure. 
  • Ability to use effective interpersonal skills, discretion, and diplomacy to work and communicate with a diverse group of people, including donors, volunteers, the public, and staff.
  • Communication skills, including demonstrated experience in writing effective correspondence.
  • Basic knowledge of current trends in charitable giving and a willingness and ability to learn the basics of charitable gift planning.
  • Working knowledge of Microsoft Word, Excel, Outlook, PowerPoint Zoom and Microsoft Teams. Professional, positive, and approachable attitude. 
  • Background and/or interest in environmental issues preferred.
  • An awareness and sensitivity to the needs and concerns of individuals from diverse cultures, backgrounds and orientations.
  • Ability to contribute to the creation of a diverse, equitable and inclusive work culture that encourages and celebrates differences. 

We offer a mission and employee-focused work environment and a competitive compensation package including excellent benefits.  Earthjustice is an equal opportunity employer and highly values diversity.

Salary is based on experience and location 
Salary range in San Francisco, CA: $56,200 - $62,400

To Apply:

Interested applicants should submit the following by September 17th, 2021:

  • Resume
  • Cover letter

Please reach out to [email protected] if you are having technical difficulties submitting your application. No phone calls, drop-ins, or hard copies. Earthjustice only accepts resumes submitted for positions that are currently open. Unsolicited resumes, or resumes for posted positions that are not submitted via the on-line application process (where available), will not be reviewed or retained.

Earthjustice is driven by a passion for justice, partnership and excellence. Our core values lead us to seek a broad range of perspectives and backgrounds to achieve our mission and to maintain an inclusive environment where all staff are valued and respected. As an equal opportunity employer, we are committed to employment practices that ensure that employees and applicants for employment are provided with equal opportunities without regard to race, color, national origin, ancestry, sex, age, religion, physical or mental disability, medical condition, veteran status, marital status, pregnancy, sexual orientation, gender identity, gender expression, genetic information or any other factor that is not related to the position.

For positions located within the City and County of San Francisco Pursuant to the San Francisco Fair Chance Ordinance, we will consider for employment-qualified applicants with arrest and conviction records.

For positions located within the City of Los Angeles: We will consider qualified applicants with criminal histories in a manner consistent with the Los Angeles Fair Chance Initiative for Hiring.