Position Description

Advancement Assistant, Gift Planning
Location Sierra Club Headquarters, Oakland, CA
Job Code 226-19
# of Openings 1
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Job Title: Advancement Assistant, Gift Planning

Department: Advancement

Reports to: Associate Advancement Director, Gift Planning  

Context: Provides administrative support for the gift planning program, including directly supporting planned giving gift officers.  

Scope: The Advancement Assistant performs a variety of administrative functions including: scheduling visits and meetings with prospects, donors and volunteers; assisting with event logistics; maintaining comprehensive records of planned giving donor and prospect contacts utilizing the donor and revenue tracking system (Salesforce). Responsible for all prospect, donor, and fulfillment information, marketing, bequest expectancy, and stewardship administrative systems of the planned giving fundraising program. Serves as a member of the Operations Team supporting efforts to streamline support for all Advancement fundraising efforts.


Job Activities:

  1. Performs initial selection and preliminary research on gift planning donor prospects.  Analyzes incoming materials pertaining to the cultivation, solicitation, and stewardship of prospects in the regions. Enters donor information in Salesforce and runs reports.  
  2. Performs word processing, distributes and files memos, and generates correspondence and reports for donors and prospects.  Schedules, confirms and arranges travel and processes travel expenses.  Assists with departmental cultivation and stewardship events.
  3. Provides information and maintains contact with prospects and donors by telephone, mail and e-mail.  Prepares donor information response packages. 
  4. Compiles and prepares outgoing correspondence of: trust documents, bequest language and gift annuity proposals as directed by supervisor.
  5. Implements and coordinates donor acknowledgment system for gift planning program, including tracking appropriate salutations and updating donor information in Salesforce as needed.    
  6. Assists with trip planning, including list generation, logistics, strategy sessions and fundraising events, as appropriate.Maintains accurate files of donors and prospective donors through gathering, organizing and filing of correspondence, reports, gift transaction records and memos.  Creates new files, re-organizes existing ones and maintains on-going system.
  7. Performs miscellaneous duties as directed.

Standard Overtime:

Occasional overtime will be required to meet special deadlines, projects, staff absences or emergencies.  Under these circumstances, overtime will rarely exceed 8 hours weekly.


Knowledge & Skills:

  • 1 year office or related experience with Windows, Word Excel, and database proficiency.
  • Strong organizational skills; ability to establish priorities; enthusiasm for working with colleagues and volunteers.
  • Excellent oral and written communication skills to interact with staff, volunteers and potential donors.
  • Ability to prioritize and meet deadlines, to use tact and diplomacy in dealing with confidential and sensitive matters, and ability to work well with diverse groups of people. 


This position is represented by a collective bargaining unit and is subject to the terms and conditions of the contract between Sierra Club and Sierra Employee Alliance.

The Sierra Club offers competitive salary package commensurate with skills and experience plus excellent benefits that include medical, dental, and vision coverage, and a retirement savings 401(k) plan.

This is a category 7 non-exempt position.

Sierra Club is a 501(c)(4) non-profit organization. Sierra Club employees are not eligible to participate in the Federal Public Service Loan Forgiveness (PSLF) Program.  Sierra Club does not sponsor H1B visas.


The Sierra Club is an equal opportunity employer committed to workforce diversity.


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*If you are applying for more than one position with us, please attach your job-specific cover letters in the 'Attachments' section.

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