Gift Planning Coordinator

The Jewish Education Project; San Marino (CA); On-site; USD 36,000 - 37,000; Full time

Benefits offered by this job

Hybrid remote work schedule

Paid time off

Free admission to museums and cultural

Staff discounts

Store/restaurant discounts

403(b) retirement plan

Generous benefits and perks

Job summary

The Huntington seeks a Gift Planning Coordinator to provide administrative and logistical support for the Gift Planning Office within the Advancement Department. The role emphasizes attention to detail, discretion, and strong relationship skills while supporting the AVP and Director of Gift Planning.

Responsibilities include managing gift planning projects, donor information, proposals, and marketing efforts, with interaction across donors, advisors, and leadership.

Qualifications

• Bachelor’s degree or equivalent experience is required.
• Administrative support experience, preferably in a nonprofit or fundraising setting.
• Strong organizational and project management skills with proven deadlines.
• Excellent written and interpersonal communication skills.
• Proficiency in Microsoft Office and donor management databases (Raiser’s Edge preferred).
• Ability to work collaboratively and manage multiple tasks simultaneously.
• Detail-oriented with strong analytical and problem-solving skills.
• Valid CA driver's license.

Responsibilities

• Provides day-to-day administrative support for a comprehensive gift planning program.
• Coordinates and tracks planned giving projects and initiatives, ensuring timely completion.
• Tracks realized bequests and drafts acknowledgment letters.
• Prepares internal gift memos and maintains confidential records.
• Works with Finance and Advancement Services to ensure accurate recording of bequests and gifts.
• Assists in developing new processes to improve efficiency.
• Manages donor information and research in Raiser's Edge.
• Supports in preparing gift proposals and gift agreements.
• Responds to gift planning inquiries and routes questions as needed.
• Schedules meetings with donors and professional advisors.
• Drafts briefing materials for meetings and events.
• Supports stewardship activities for Huntington Heritage Society and related events.
• Contributes to marketing efforts including website, newsletters, and emails.
• Reviews wire transfers and donations, and prepares related documentation.
• Assists with budget management and expense reporting.

Skills

Organizational skills

Project management

Communication skills

Detail-oriented

Analytical thinking

Team collaboration

Time management

Education

Bachelor’s degree or equivalent experience

Tools

Microsoft Office Suite

Raiser’s Edge

Job description

About Us

At The Huntington, we believe that having a team of diverse backgrounds and voices working together will enable us to support and promote the appreciation of the humanities, the arts, and botanical science. The Huntington is proud to be an equal opportunity employer and is committed to providing employment opportunities regardless of race, religious creed, color, national origin, disability, sex, gender, gender identity, sexual orientation or any other characteristic protected by local, state or federal law. The Huntington Founded in 1919, The Huntington is a collections-based research and educational institution open to the public, housing world-class library, art, and botanical collections. Its mission is to support research and promote education in the arts, humanities, and botanical science and to display and interpret its extraordinary resources for diverse audiences.

The Culture

Here we are committed to the highest of standards in all that we do – from preserving and protecting the collections, to exhibitions, educational and scholarly programming, visitor and reader services, and beyond. Achieving excellence across these pursuits requires a diversity of perspectives, expertise, experience, and methodologies. At The Huntington, our organizational Culture is shaped by the following core values: Intellectual curiosity, Collaboration, Stewardship, Belonging, and Integrity. Intellectual Curiosity: Knowledge, lifelong learning, and a spirit of inquiry are at the core of our mission and organizational culture. Collaboration: Teamwork and a collaborative attitude are important at all levels of The Huntington. We foster relationships internally among our departments and externally with organizations throughout the community. Stewardship: We are committed to the care and development of our collections, our financial and physical resources, our staff, and our community. Belonging: We strive to attract and maintain a workforce of individuals with diverse talents, backgrounds, and perspectives. Our organizational culture promotes a sense of welcome, inclusion, and connection. Integrity: We value respect and honesty, working to fulfill our mission with honor and ethical principles.

Job Description

About the Role

The Huntington seeks a highly motivated professional to provide a full range of administrative and logistical support for the gift planning office within The Huntington’s Advancement Department. The Gift Planning Coordinator is responsible for executing and coordinating the administrative tasks, project management, analytics, and support functions of the Gift Planning Office. This role requires high attention to detail, excellent judgment, discretion, and strong relationship skills, along with the ability to excel in a fast-paced environment. Supporting the AVP and Director of Gift Planning, the coordinator must be organized, collaborative, and adept at prioritizing and executing a variety of responsibilities. This role will interface with various constituents, including planned giving donors, prospects, professional advisors, board members, and senior leadership. The coordinator also assists with Advancement-wide projects, events, and duties upon request.

Essential Duties

• Provides day to day administrative support for a comprehensive gift planning program that includes bequests, charitable remainder trusts, charitable gift annuities, gifts of securities, real estate, qualified charitable distributions and other complex assets.
• Coordinates and tracks planned giving projects and initiatives, ensuring timely completion and adherence to deadlines.
• Tracks realized bequests and planned gifts and drafts acknowledgment letters.
• Prepares and/or distributes internal gift memos where appropriate.
• Maintains confidential records and files (hard copy and electronic) for the Gift Planning office.
• Works closely with Finance Office and Advancement Services colleagues to ensure bequests, planned gifts, stock gifts, and wire transfers are accurately recorded and tracked.
• Assists in developing and implementing new processes and systems to improve efficiency.
• Manages gift planning donor and prospect constituent information, which includes donor-related research, prospecting, and contact reports in Raiser’s Edge.
• Supports the AVP and Director of Gift Planning in preparing gift proposals and gift agreements.
• Assists in responding to general gift planning inquiries and ensures timely follow-up.
• Routes questions to the AVP and Director of Gift Planning as needed.
• Schedules internal and external meetings, calls, and visits for the AVP and Director of Gift Planning with donors, trust and estate attorneys, successor trustees, and other professional advisors.
• Drafts briefing materials for meetings and events.
• Assists with stewardship of the Arabella and Henry Huntington Heritage Society. This includes scheduling donor visits and tours, coordinating stewardship mailings, supporting special recognition opportunities, and organizing logistics for two annual Heritage Society recognition events.
• Supports the production and design of the Gift Planning Office’s robust marketing efforts which include a dedicated Gift Planning website, a biannual Huntington Legacy newsletter, educational e-newsletters, occasional surveys, and targeted emails.
• Documents marketing efforts and tracks responses.
• Supports the Director of Gift Planning with accepting, processing and tracking wire transfers and donations of securities.
• Prepares gift transmittals and supporting documentation for the Finance Office.
• Assists with managing the Gift Planning Office’s budget.
• Prepares expense reports and processes invoices in Workday.
• Arranges travel and accommodations for donor visits, conferences, etc.
• Generates custom reports as requested.
• Runs specialized queries and reports to support fundraising, metrics, and marketing efforts.
• Prepares slide decks for presentations.
• Provides administrative support and liaises with the firm managing The Huntington’s life-income gifts.
• Assists with other projects and duties as assigned.

Candidate Experience & Qualifications

• Bachelor’s degree or equivalent experience.
• Administrative support experience, preferably in a nonprofit or fundraising environment.
• Strong organizational and project management skills with a proven ability to meet deadlines.
• Excellent written and interpersonal communication skills.
• Proficiency in Microsoft Office Suite and donor management databases (Raiser’s Edge preferred).
• Ability to work collaboratively and manage multiple tasks simultaneously.
• Detail-oriented with strong analytical and problem-solving skills.
• Valid CA driver's license.

Working Conditions

Full-time position based at The Huntington. Occasional evening and weekend work may be required for events and deadlines. Support for the Advancement office as needed.

Compensation & Benefits

We provide competitive compensation, generous benefits and perks for all eligible employees including:

• Pay Range: $26.00-$27.00/hr. Commensurate with experience.
• Medical, Dental, Vision
• 403(b) retirement plan and matching retirement plan with an outstanding employer match
• Hybrid remote work schedule available for applicable positions
• Considerable paid time off, including annual leave, sick leave, and holidays
• Discounts for staff in The Huntington Store and restaurants
• Free admission to various museums and cultural institutions
• Free passes each month to welcome family and friends to visit the grounds

The Huntington is a cultural and educational institution of global significance. Building on Henry E. Huntington’s renowned collections, the Huntington today supports research and promotes education in the arts, humanities, and botanical sciences through the growth and preservation of its collections, through the development of a community of scholars, school programs and partnerships, and through display and interpretation of its extraordinary resources to the public.