Contract Specialist, Planned Giving

Summary

Join Hillel International as a Contract Specialist, Planned Giving, and play a crucial role in managing estate and complex gifts. You will ensure efficient administration, maintain accurate records, and support donor engagement. This fully remote position, ideal for US-based candidates in the Eastern or Central time zones, requires strong organizational skills and experience in estate administration or related fields. Responsibilities include managing estate accounts, interpreting legal documents, reconciling data, and supporting planned giving prospecting. The position offers a competitive salary and contributes to Hillel's philanthropic success.

Requirements

• 4+ years of experience in estate administration, planned giving, or related legal and financial fields
• Strong attention to detail and organizational skills to track and manage multiple complex gifts and estate transactions
• Proficiency with Salesforce or other CRM systems for maintaining records and updating gift statuses
• Experience in gift reconciliation and financial documentation
• Ability to handle sensitive donor and financial information with discretion and professionalism
• Excellent written and verbal communication skills for interacting with estate representatives, legal counsel, and internal teams

Responsibilities

• Assist in the administration of estate gifts, including tracking and managing estate accounts to ensure timely receivables from estates, IRAs, donor-advised funds, life insurance policies, and trusts
• Interpret estate agreements and legal documents to determine appropriate gift designations and statuses
• Maintain precise records of gift documentation in collaborative workspaces and with our finance partners to manage physical records when necessary
• Manage the estate tracking task spreadsheet to ensure accurate and up-to-date estate gift records
• Reconcile external tracking spreadsheets with Salesforce to align data with organizational records
• Log and update all estate gift-related interactions in Salesforce
• Create and manage estate accounts and associated contacts within Salesforce
• Develop and maintain a forecasting tool to provide insights into expected estate gift revenue
• Work in partnership with Senior Director of Advancement and Philanthropic Services to ensure all legacy and complex gifts are entered and updated in accordance with organizational processes and standards
• Organize and manage estate document folders for each estate, trust, or financial account to ensure systematic and accessible records
• Collaborate with the Senior Director of Planned Giving to follow up with estate counsel on payment dates, payment instructions, and other critical details
• Support life insurance gift administration in partnership with the finance team
• Coordinate Charitable Gift Annuity (CGA) gifts between finance and the planned giving team
• Conduct outreach tasks, including requesting documentation and confirming the delivery status of proceeds from estate representatives
• Respond to general inquiries related to complex and legacy gifts, triaging inquiries as needed
• Review and process acknowledgment letters for estate and other complex gifts to ensure prompt and accurate donor stewardship
• Assist in identifying and developing new planned giving prospects
• Support the Senior Director in researching, tracking, and managing potential planned giving donors

Preferred Qualifications

Paralegal background

Benefits

• Competitive salary in the nonprofit marketplace. The prorated salary range for this role is $58,000- 68,000
• Fully remote position for candidates located in the United States, preferably in the Eastern or Central time zones