Gift Planning Coordinator

Huntington Public Library • San Marino, CA

2d • $26 - $27 • Hybrid

About The Position

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 Associate 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.

Requirements

• 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.

Responsibilities

• 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 AD 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 AD of Gift Planning as needed.
• Schedules internal and external meetings, calls, and visits for the AVP and Associate 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 AD 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.

Benefits

• 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

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: Associate degree