Gift Planning Administrative Assistant

LOCATION: Southwest Divisional Headquarters

STATUS: FT/40hrs/wk/M-F

MISSION STATEMENT

The Salvation Army, an international movement, is an evangelical part of the universal Christian Church. Its message is based on the Bible. Its ministry is motivated by the love of God. Its mission is to preach the gospel of Jesus Christ and to meet human needs in His name without discrimination.

QUALIFICATIONS

• High School Diploma or Equivalent required
• Associates degree preferred
• Minimum of 4 years previous Administrative Assistant experience
• Superior verbal and written communication skills
• Excellent customer relations skills
• Ability to communicate and work effectively with a diverse group of donors, staff, and community partners.
• Ability to be professional and courteous at all times.
• Excellent detail, organization, and file management skills
• Demonstrated dependability, maturity, and initiative; must be able to maintain confidentiality and treat everyone with dignity and respect.
• Ability to work independently and as a part of a team.
• Ability to maintain a self-motivated and self-directed schedule, address multiple projects in a timely manner and take projects from beginning through completion
• Ability to work with people of diverse backgrounds and circumstances
• Type minimum 50-70 wpm
• Computer literate in MS Office Suite and related products and software
• Must pass a criminal background check

JOB RESPONSIBILITIES

Administrative Support for Directors of Gift Planning (DGPs)

• Maintain organized digital files.
• Manage calendars and schedule in-person donor visits and travel for DGPs.
• Answer and route incoming calls; Route incoming mail.
• Prepare general correspondence.
• Order and maintain office supplies and printed materials.
• Track and forward inquiries to the appropriate DGP.
• Prepare gift reports for Territorial Headquarters (THQ) and the Command Finance Council once approved by the Senior DGP.
• Provide backup support to other Gift Planning assistants, as needed.
• Organize monthly departmental staff meetings, including calendar invites, room reservations, and meal arrangements.

Data & Database Management

• Enter and update donor data in Blackbaud and Excel, maintaining accurate and current donor files.
• Develop and manage prospect, donor, and professional advisor records.
• Utilize GEMS and Kaspick to manage and track open and closed estate gifts.
• Prepare and maintain statistical spreadsheet reports for lead generation, confirmed estate gifts, marketing initiatives, event reservations, donor research, and other projects.
• Assist with donor research requests.

Document & Proposal Preparation

• Create, edit, and format documents using Microsoft Office
• Prepare gift proposals using Crescendo Gift Planning software (training provided).
• Manage outgoing gift acknowledgements and cards, including thank-you, Christmas, and Birthday notes.
• Maintain strict donor confidentiality, including giving history, financial and legal documentation, communication preferences, and all personal data.
• Ensure privacy expectations and preferred methods of contact are consistently followed.

Marketing & Communications

• Support ongoing marketing initiatives and help manage marketing schedules and budgets for each DGP.
• Coordinate and execute mass mailings, including informational marketing, invitations, and special mailings.
• Track incoming leads and inquiries from prospective gift planning donors to evaluate the effectiveness and ROI of marketing pieces.
• Assist in editing marketing materials as needed.

Event & Seminar Coordination

• Coordinate seminar logistics, including invitation lists, mailings, reservations, onsite assistance (as needed), and post-event follow-up.
• Plan donor tours, luncheons, and other special donor engagement opportunities.

Professional Advisor Support

• Receive, review, and organize legal documents sent by estate attorneys; ensure proper routing and secure filing.
• Track, maintain, and update professional advisor referral networks and contact lists.
• Conduct regular research on law firms, estate attorneys, financial planners, and wealth management firms to support outreach and stewardship efforts.
• Assist DGPs in building and maintaining relationships with professional advisors through coordinated communication.

Other Responsibilities

• Participate in Office of Gift Planning regular staff meetings, Community Relations & Development all-staff meetings, and Territorial Gift Planning monthly Teams calls.
• Complete occasional special assignments from outside the Gift Planning/Development Department, as approved by the supervisor or Divisional Development Director.

PHYSICAL REQUIREMENTS

Qualified individuals must be able to perform the essential duties of the position with or without accommodation. A qualified person with a disability may request a modification or adjustment to the job or work environment in order to meet the physical requirements of the position. The Salvation Army will attempt to satisfy requests as long as the accommodation needed is reasonable and no undue hardship would result.

While performing the duties of this job, the employee is regularly required to walk, stand, climb or balance, stoop, kneel, crouch, crawl and reach with hands and arms on a continuous basis. The employee must regularly lift and/or move up to 20 pounds, frequently lift and/or move up to 50 pounds, and occasionally lift and/or move up to 75 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, depth perception and ability to adjust focus. Must have the ability to operate telephone, a desktop or laptop computer, as well as the ability to access and produce information from a computer, and to understand written information.