Administrative Associate

Job Type

Full Time


Details: Depended Upon Experience




San Francisco
United States


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, Juneau, Los Angeles, Tallahassee, Honolulu, New York, Philadelphia, Denver, Seattle, Bozeman, and Washington, DC.

The Administrative Associate (Planned Gifts) works under the supervision of the Director of Planned Gifts and is an integral part of a growing team.  This position requires a self‐starter who is able to work both collaboratively and independently and possesses strong interpersonal skills. The position requires excellent writing and analytical skills, diplomacy and discretion, and the ability to adapt and think creatively and critically. The Administrative Associate must be able to manage multiple projects simultaneously, meet deadlines, and be highly detail‐oriented. This position is responsible for handling all incoming donor inquiries and requires service-oriented responses to questions, requests for information and follow up needed. 

Informed by the strategic direction of the Director, he/she will take the lead in all areas of departmental reporting and analytics, providing project support independently and administrative support as needed. He/she will coordinate and improve existing reporting methods as well as design new ways to report that meet emergent quantitative and qualitative data needs.  He/she maintains ongoing communication and works directly with the entire development team, particularly with Major Gifts, Development Operations, Finance, and Information Technology teams to maintain alignment on cross-departmental projects. These responsibilities include but are not limited to direct donor contact; complex data tracking, reporting, analysis, and hygiene; writing and copy-editing assignments; portfolio coordination; and other tasks as assigned. The position requires frequent interaction with staff members across the organization. 


Data Management and Analysis 40%

  • Create, edit, and run a variety of database queries to provide regular and ad hoc data lists, reports, and analysis for use in trip planning, events and mailings, and to help measure the success of the overall the planned gifts program, including marketing efforts and staff activities and collaboration with the major gifts team.
  • Perform in-depth data analysis and research to identify potential and high-value prospects for inclusion in gift officer portfolios and customized strategies.
  • Provide support for the development and management of donor portfolios and moves management processes to ensure that all donor contact is recorded and that data is accurate. Provide data entry and data hygiene assistance, including entering and updating donor records in database.
  • Utilizing the donor database, manage all information relating to current planned giving donors, prospects, and estates in a manner that emphasizes the highest standards of accuracy, timeliness, thoroughness, and confidentiality. Capture essential donor information, including content from personal contact, correspondence, and interactions.
  • Initiate ways to enhance departmental reporting and data management.
  • Extract and manage data in diverse ways that help build our understanding of prospects and donors, tying in to the customer relationship management platform whenever feasible.

Project Management 20%

  • Coordinate fulfillment of inquiries, including tracking responses, preparing fulfillment materials, and prompting staff follow up.
  • In coordination with Planned Gifts staff, develop, research, and implement procedures and systems solutions to ensure the effective use of staff time and available technical resources. Draft and maintain accurate documentation of program workflows and procedures.
  • Work with the Major Gifts and Donor Relations teams to coordinate the various aspects of select events and mailings, such as the Annual Report, victory updates, and regional and program reports, to help ensure message and strategy alignment and the effective leveraging of existing materials and activities.
  • Represent the Planned Gifts team on working groups with Major Gifts, Donor Relations, and Development Operations staff to ensure the coordination and alignment of the cross-teams activities and processes.
  • Work with the Information Technology and Development Operations teams to implement updated software systems and data management processes.

Donor Cultivation and Stewardship 10%

  • Provide first line of customer service support for donors contacting the department by mail, email and phone; triaging as well as fulfilling information to ensure a timely response. Serve as an ambassador of Earthjustice in these interactions with tact, professionalism and good energy.
  • Assist with the execution of donor acknowledgment letters, proposals, and mailings, including proofreading, editing and production.
  • Provide back-up donor contact support, including taking calls from donors, for gift officers, as needed.

Administrative Support 20%

  • Provide administrative support to the Director and other team members, including assistance with travel, meetings, scheduling and other forms of support for the wider team, as needed.
  • Assist with the execution of mailings, including individual proposals, broad in-house letter projects, tax documentation, and other miscellaneous mailing and shipping tasks, as needed.
  • With guidance from the director, maintain and track expenses against project and activity costs, process all invoices, expenses, and check requests.
  • Participate in department and organizational work teams and projects, as needed.
  • Other duties, as assigned.

Research, Training and Engagement 10%

  • Develop a strong working knowledge of Earthjustice’s initiatives in order to educate and inform donors and prospects about our mission and work/impact.
  • Remain current in philanthropy developments and fundraising techniques by attending meetings, conferences, and participating in training programs.
  • Participate in Diversity, Equity & Inclusion and program trainings and informational sessions to develop a deeper understanding of Earthjustice’s values and program work.
  • Serve as a member of non-fundraising organizational or departmental working group or planning committees, as appropriate.


  • Bachelor’s degree and 3 years’ experience in administration; non-profit or executive setting preferred. 
  • Proficiency with CRMs, donor databases, and an aptitude for database management to create queries, produce reports, and to use advanced functions. Working knowledge of Raiser’s Edge or Blackbaud CRM is desirable.
  • Capability to manage complex issues creatively, strategically, and effectively.
  • Strong initiative, self-motivation and flexibility; ability to make sound judgments and independent decisions and work collaboratively as a member of a successful team. Exemplary organizational skills and an ability to develop and effectively utilize systems to manage large quantities of data and details.
  • Demonstrated ability to handle multiple tasks, meet deadlines, prioritize assignments, and work with grace under pressure.
  •  Ability to use effective interpersonal skills, discretion, and diplomacy to work and communicate with a diverse group of people, including donors, volunteers, the public, and staff.
  • Superior communication skills, including demonstrated experience in writing effective correspondence.
  • A willingness and ability to learn the basics of charitable giving.
  • Meticulous attention to detail including excellent attention to data integrity, strong proofreading and copy-editing skills.
  • Advanced knowledge of Microsoft Word, Excel, Outlook, PowerPoint, and Internet searches.
  • Professional, positive, and approachable attitude. 
  • Background and/or interest in environmental issues preferred.
  • An awareness and sensitivity to the needs and concerns of individuals from diverse cultures, backgrounds and orientations.
  • Ability to contributes to the creation of a diverse, equitable and inclusive work culture that encourages and celebrates differences. 

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.

Application Procedure:  Interested candidates should submit a cover letter and resume online via the Jobvite system. Incomplete applications without cover letters will not be considered.

Please, no phone calls, hard copies, or drop-ins. If you're having technical difficulties submitting your application, please reach out to

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.


We offer a mission and employee-focused work environment and a competitive compensation package including excellent benefits.

Professional Level


Minimum Education Required

4-year degree

How To Apply

Application Procedure:  Interested candidates should submit a cover letter and resume online via the Jobvite system. Incomplete applications without cover letters will not be considered.


Please, no phone calls, hard copies, or drop-ins. If you're having technical difficulties submitting your application, please reach out to