Development Assistant, Office of Gift Planning

Caltech is a world-renowned science and engineering institute that marshals some of the world's brightest minds and most innovative tools to address fundamental scientific questions. We thrive on finding and cultivating talented people who are passionate about what they do. Join us and be a part of the diverse Caltech community.

Job Summary

The Office of Gift Planning (OGP) represents one of the largest planned giving programs in the country with over $120M in assets under management. There are approximately 100+ trusts and 35+charitable gift annuities resulting in approximately 150+ donor/beneficiary relationships. Caltech frequently works with complex gift assets, vehicles and strategies.

The Development Assistant utilizes knowledge of planned giving and technical skills to play a key role in prospect management, donor stewardship, marketing and event planning within the Office of Gift Planning. Reporting to the Executive Director of Gift Planning, the Development Assistant interfaces with external departments including the President's Office, as well as external vendors/advisors. The Development Assistant works jointly with the Gift Planning Specialist in administering the day-to-day activities of the OGP office in a highly collaborative team-oriented manner.

The purpose of Advancement and Alumni Relations (AAR) is to foster a thriving and engaged community of support for Caltech. Through philanthropy we will ensure the Institute has the necessary resources to achieve Caltech's aspirations and sustain its excellence in teaching, research, and scholarship in perpetuity. AAR team members embrace and uphold the values of diversity, integrity, respect, focus, and pride.

Essential Job Duties

• Administer the day-to-day activities of the OGP office in a highly collaborative team-oriented manner.
• Work closely with the Executive Director and Senior Gift Planning Officers and participate in analyzing donor/prospect information to draft planned giving letters/proposals to support gift discussions and solicitations.
• Provide administrative support to the Executive Director and Senior Gift Planning Officers, including calendaring, planning and executing travel arrangements, preparing correspondence, donor database updates. This includes creating visit packets and assisting in the entry of contact reports and other Advance data entry.
• Perform data entry and track activity including correspondence, consults, event contacts, and visits. Research and formulate prospect lists and run reports including constituent summary reports, activity reports, portfolio assignments, and proposal activity.
• Develop and maintain a strong understanding of the important components of the assigned OGP fundraisers success so as to initiate and/or respond with appropriate and excellent support. Anticipate needs by monitoring the upcoming work schedule and future events.
• Assist with OGP's marketing program, serving as the primary liaison with outside marketing/communication vendors. Working in coordination with the Deputy Director of Gift Planning, manage the production and distribution of marketing materials throughout the calendar year, including the development and production of gift planning publications.
• Monitor Caltech's Torchbearers Legacy Society program. Ensure that all new memberships are promptly processed, and donors are included in events and special mailings offered exclusively to Torchbearer members.
• Implement and execute OGP hosted stewardship events such as the Torchbearers Appreciation Luncheon and pre-Watson Lecture dinners. Tasks may include creating printed materials, reserving locations, logistics and general operations. Oversee the distribution of event information, announcements and invitation lists. Oversee the execution and evaluation of events to ensure its efficiency and cost-effective management.
• Track expenditures each fiscal year to ensure the department is in line with its annual operating budget.
• Develop and produce a wide range of communications. These include correspondence, emails, acknowledgement letters and presentation materials for internal and external audiences.
• Serve as a back-up to the Gift Planning Specialist in supporting the Trusts and Bequests program regarding general office support, routings, mailings and special projects.
• Demonstrate excellent judgment and interpersonal skills in responding to inquiries from prospects or donors while maintaining the utmost confidentiality.
• Exercise independent thinking and ownership of projects. Conceptualize, plan and implement multi-step projects with minimal supervision.
• Other duties and special projects as assigned by with minimal oversight.

Basic Qualifications

• Bachelor's degree and at least 3 years' experience in planned giving, fundraising, donor relations, trust administration, marketing, data management, a legal environment, or a satisfactory combination thereof.
• Ability to take initiative to organize and coordinate activities/projects and follow-through on all aspects of assignments while maintaining high quality control.
• Must be able to set priorities and work independently with frequent interruptions, while balancing multiple requests.
• Ability to use discretion and independent judgment to derive useful information in communication with colleagues, donors and their families on sensitive issues and confidential matters.
• Well spoken, cooperative team player with the highest standards of professionalism maintained at all times. Excellent written and verbal communication skills required, with ability to communicate clearly and tactfully.
• Must possess strong customer service orientation and skills, demonstrating a professional and friendly demeanor and ability to anticipate and provide helpful service to internal and external customers.
• Data-driven and technically proficient, extremely detail oriented, including outstanding proofreading skills.
• Experience coordinating travel and scheduling meetings.
• Advanced proficiency with Microsoft Word, PowerPoint, and Excel and knowledge of databases.
• Ability to work some evenings and weekends.
• Demonstrate the ability to practice and adhere to organizational values.

Preferred Qualifications

• Experience in the drafting of marketing materials.
• General knowledge of legal and financial documents and concepts; tax and/or probate law. Legal and financial experience helpful.
• Preferred experience in Advance database or other customer relationship management (CRM) databases.

Required Documents

• Resume.
• Cover Letter.