Contract Specialist, Planned Giving (Temporary Role)

Hillel International

Role Overview

As the Contract Specialist, Planned Giving, you will play a vital role in advancing Hillel’s mission by facilitating the efficient administration of estate and complex gifts. Your keen attention to detail, exceptional organizational skills, and ability to manage multiple priorities will optimize operations, enabling the Planned Giving team to focus on donor engagement and strategic initiatives. This position is essential to ensuring compliance, accuracy, and donor stewardship—directly contributing to Hillel’s philanthropic success and long-term sustainability. This is a fully remote position for candidates located in the United States, preferably in the Eastern or Central time zones.

What You’ll Do

Estate and Complex Gift Administration:

• 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.

Data Management & Tracking:

• 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.

Document & Workflow Management:

• 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.

Outreach & Coordination:

• 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.

Planned Giving Prospecting:

• Assist in identifying and developing new planned giving prospects.
• Support the Senior Director in researching, tracking, and managing potential planned giving donors.

Who We're Looking For 

• 4+ years of experience in estate administration, planned giving, or related legal and financial fields.
• Paralegal background preferred.
• 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.

What You’ll Receive

• Competitive salary in the nonprofit marketplace. The prorated salary range for this role is $58,000- 68,000

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