Planned Giving and Development Coordinator

The Planned Giving and Development Coordinator will provide a wide range of support to the Director of Events and Donor Experience for the implementation and ongoing management of the upcoming Young Heroes Committee, Bideawee Ball, Annual fundraising event in the Hamptons, donor cultivation events, donor/customer service duties, invoice processing, contract routing and approval, and the daily administrative duties for Bideawee’s planned giving and bequest program as well as and Loving Legacy, a long term animal care program for pet owners who predecease, their pets. This position will require a minimum of two days of in-person attendance in the Wantagh office.     The Planned Giving and Development Coordinator will provide comprehensive daily support to the VP of Marketing & Development with regard to scheduling and calendar management only. The Planned Giving and Development Coordinator will coordinate communication and meeting requests with both internal and external parties, including donors, trustees, and various business contacts.     Responsibilities/Duties/Functions/Tasks: • Maintain accurate records of donor cultivation, bequests and trusts and relevant background information; produce relevant reports and analyses on a monthly basis • Assist donors and their attorneys with incorporating Bideawee into their testamentary plans • Prepare planned giving donor outreach and correspondence materials including request letters, brochures, event invitations and gift documentation • Maintain working knowledge of our Planned Giving Society members and Loving Legacy Clients • Assist the Director of Events and Donor Experience with event preparation including, vendor research and sourcing, save the date and invitation list preparation, event materials organization and delivery, and various on-site support the day of the event. • Assist the Director of Events and Donor Experience with event close-out including materials organization, shipping and delivery back to Bideawee offices, payment reminders, auction close out and the drafting of acknowledgement letters and other event correspondence. • Coordinate invoicing for the department including the sourcing of itemized invoices, W-9 documents from vendors, and any other documentation needed for payment. • Routing contracts for approval, proving any other collateral or follow-up materials requested by the Management Team or the vendors, and following up for signatures to fully execute the contracts. • Provide support to the Director of Events and Donor Experience for Young Professionals Committee (YPC) and the volunteer Chair or Co-Charis when needed. • Direct management and oversight of the VP of Marketing & Development’s calendar. Make judgements and recommendations to ensure sensitive matters are prioritized and ensure that department workflow is smooth and productive • Work closely with the VP of Marketing & Development to keep them well informed of upcoming commitments and responsibilities, following up appropriately • As a member of the development team, the Marketing & Development Coordinator will also provide the support as needed to other team members who are engaged in fundraising, marketing, and events activities     Requirements: • Highly-organized development professional who likes people and animals, extremely detail oriented and a team player. • Bachelor's degree or higher required. • At least 3 years fundraising/event experience. Background in planned giving or paralegal work is preferable. • Working knowledge of a variety of gift vehicles including in-kind gifts, gifts of securities and other aspects of planned giving. • Must be able to take initiative and move plans forward. • Strong time management skills and has the capacity to manage multiple projects simultaneously. • Outstanding interpersonal skills. • Excellent verbal and written communication skills. • Must be able to work occasional weekends and nights when there are scheduled fundraising events. • Familiarity with major gifts fundraising database software and research tools. • Service oriented, dedicated, polite, caring, empathetic, organized and trustworthy personality. • Ability to follow directions with and without supervision and to refer questions and issues to the appropriate personnel. • Ability to travel to events and all three Bideawee sites: Manhattan, Wantagh and Westhampton.   Commitment to Diversity, Equity & Inclusion Bideawee is committed to diversity, equity, and inclusion. We continuously strive to place our employees at the center of our thinking and elevate inclusive practices to develop and support a more engaged and productive workforce.     Equal Opportunity Bideawee is an equal opportunity employer committed to achieving the goal of equal employment opportunity for all. Applicants and employees are considered and evaluated for positions without regard to mental or physical disability, race, creed, color, religion, gender, national origin, citizenship status, age, genetic information, military or veteran status, sexual orientation, marital status, employment status or any protected federal, state, or local status unrelated to the performance of the work involved.