Administrative Assistant - Major Gifts

Date Posted: 
Tue, February 18, 2020
Job Type: 
Job Category: 
Seattle, WA
Company Name: 
Company Information: 

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 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, Chicago, Juneau, Los Angeles, Tallahassee, Honolulu, New York, Philadelphia, Denver, Seattle, Bozeman, and Washington, D.C.

Job Description: 

The Major Gifts Administrative Assistant will support four members of the Major Gifts team across three time zones, including the Director (Seattle), two Deputy Directors (New York City and San Francisco), and the Principal Gifts Officer (Durango, CO), in an administrative capacity. Support includes, but is not limited to, scheduling meetings internally and with donors, drafting donor correspondence, ensuring donor work is prioritized and on track, and booking travel.

The Major Gifts Administrative Assistant will primarily support the Director of Major Gifts (40%), and will divide their remaining time equally across the Deputy Directors and Principal Gifts Officer (20% each). The person in this role will need excellent time and project management skills, a strong ability to stay organized while taking direction from multiple people, and intermediate/advanced Outlook and calendaring experience. Writing skills and donor database experience is preferred.

This position will be a member of the Major Gifts Systems team, which is the operational arm of the Major Gifts team, and work in partnership to ensure adherence to team and department policies and procedures and assist in the creation of new systems and processes where appropriate.


Support for the Director of Major Gifts (40%)

Assist the Director of Major Gifts with scheduling and managing the calendar, including responding to requests for meeting scheduling, drafting agendas, and managing all recurring meetings with direct reports, Development Directors, and others.
Arrange hotel accommodations for the Director and support other travel arrangements as needed.
Maintain and submit the Director’s expense reports and credit card statements using the Concur Expense system.
Manage travel expense approval processes in partnership with Director of Major Gifts and Finance Department, and maintain expense budget information.
Assist with donor briefings and correspondence as needed.
Enter and update donor records in database with new donor information and interactions as needed.
Other duties and special projects, as assigned.
Support for Deputy Director (East), Deputy Director (West), and Principal Gifts Officer (Durango) (60%)
Meet weekly with each staff member to review deadlines and check-in on donor-related activities, including email and mailing donors, coordinating gift intention needs, scheduling donor meetings, and generally ensuring each person is on track with their donor strategies.
Assist with data entry related to donor strategy plans.
Schedule,create agendas, take notes, and coordinate follow-up for various internal meetings, as needed.
Keep a running list of requests for each person, flag to-do items, and assist in executing or responding to This may include items that need to be reviewed and approved by the gift officer, list reviews, prompts for response on team-wide projects, etc.)
Coordinate with members of the Major Gifts Systems team to ensure donor-related matters are dealt with in a timely manner (pledge reminders, gift documentation, donor briefings, )
Assist with information gathering and provide writing support (letters, emails, draft proposals), as needed.
Major Gifts Systems Team

Serve as a member of the Major Gifts Systems team, which is the hub of operations for the Major Gifts This will include attending monthly meetings, fiscal year planning, and coordinating on the development and maintenance of processes that impact the entire team.


Bachelor’s degree plus a minimum of one-two years relevant experience, or Associate’s degree plus a minimum of three-four years of relevant experience required.
A minimum of one-two years’ experience in an office setting; nonprofit or Development experience preferred.
Excellent written and oral communication skills, including demonstrated experience writing effective correspondence, proofreading and copy-editing.
Knowledge of databases and managing donors in databases.
Respect and discernment when handling confidential information.
Strong process as well as interpersonal skills.
Ability to support multiple stakeholders across the country.
Forward-thinking and creative.
Exemplary organizational skills, including ability to handle multiple tasks, meet deadlines, and prioritize assignments.
Promote transparency and facilitate the flow of information among team, department, and organization.
Professional, positive, and approachable attitude.
Solid knowledge of Microsoft Office, with experience in Excel, is required.
Experience with complex scheduling in Outlook is desired.
Ability to use discretion and diplomacy in dealing with donors, Board of Trustees, Earthjustice Council, and colleagues and in handling confidential information.
Background and interest in environmental issues preferred.
Sense of humor desired.
Some travel required.
Demonstrates an awareness and sensitivity to the needs and concerns of individuals from diverse cultures, backgrounds, and orientations.
Contributes to recruiting, hiring, developing, and retaining a diverse and inclusive workforce.
Salary is based on experience and location.
Salary range for Seattle, WA: $52,900 - $58,800

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.

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.

How to apply: 

Interested candidates should submit a cover letter and resume online via the Jobvite system.

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