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Coordinator, Major and Planned Giving
Ocean Conservancy
Washington, DC, USA
USD 70k-70k / year
Posted on Mar 27, 2026
POSITION TITLE: Coordinator, Major and Planned Giving
DEPARTMENT/PROGRAM: Development – Major and Planned Giving
REPORTS TO: Vice President, Major and Planned Giving
STATUS: Regular; Full-Time; Non-Exempt
LOCATION: Hybrid - Washington, D.C.
ABOUT OCEAN CONSERVANCY
Our ocean produces half of the world’s oxygen, absorbs 90% of the heat from climate change and supports millions of species and billions of people—but it is not invincible. For over 50 years, Ocean Conservancy has leveraged science, policy and partnerships to champion bold, science-based solutions. From eliminating single-use plastics at the source to organizing global cleanups, we address ocean challenges at every level. We inspire advocates, policymakers, scientists, businesses of all sizes and communities around the world to act boldly for a thriving ocean. Together, we are securing a healthy ocean and a thriving planet, forever and for everyone.
POSITION SUMMARY
The Coordinator, Major and Planned Giving provides high-level administrative, project and operational support that enables the Vice President (VP) and team to focus on strategic donor relationships and revenue generation. Building on strong judgment, discretion and attention to detail, the Coordinator manages a dynamic portfolio of responsibilities, including executive support for the VP (approximately 50% of time) and coordination, logistics and data support for the Major and Planned Giving team (approximately 50% of time). The Coordinator serves as a central hub for information flow, meeting and travel preparation, donor- and prospect-related logistics and team operations, helping ensure that the VP and Major and Planned Giving team are well prepared, organized and aligned in their work with major, principal, planned and other strategic donors and partners.
PRIMARY RESPONSIBILITIES
1. Executive Support to the Vice President of Major and Planned Giving
- Manage and optimize the VP’s calendar, including scheduling internal and external meetings and ensuring adequate preparation and follow-up time around key commitments.
- Prepare the VP for donor, partner, board and internal meetings by assembling concise briefing materials (background, giving history, goals for the conversation, key messages and follow-up needs).
- Coordinate meeting logistics related to the VP’s work, including scheduling with donors and their representatives, internal colleagues and external partners; securing meeting locations or virtual platforms; taking and distributing notes, confirming details in advance and tracking action items.
- Support VP travel related to donor and partner engagement, including coordinating itineraries, donor and meeting lists, briefing packets and logistics before, during and after trips.
- Document key decisions, next steps and follow-up commitments from the VP’s meetings with staff, donors and partners, and help ensure timely completion by tracking and gently following up as needed.
- Assist with preparing presentations, talking points and materials for the VP’s internal and external engagements, including leadership meetings, donor briefings, small convenings and events.
- Support expense processing and reimbursement for the VP in coordination with Finance, ensuring timely and accurate submission and tracking.
- Handle sensitive and confidential information with a high degree of discretion and professionalism at all times.
2. Major and Planned Giving Team Support
- Provide coordination and logistical support for the Major and Planned Giving team (e.g., major, principal and planned giving), including scheduling team meetings, preparing agendas, taking and distributing notes and tracking action items.
- Use the organization’s fundraising database (Raiser's Edge) to create, update, and maintain donor and prospect records for Major and Planned Giving portfolios, ensuring accuracy and completeness.
- Generate prospect and mailing lists, basic reports and other outputs that support donor cultivation, stewardship, solicitation and events for Major and Planned Giving.
- Assist with the preparation and distribution of donor materials (briefing documents, proposals, cultivation pieces, stewardship reports and other collateral) in coordination with Development Operations, Communications and Program staff as needed.
- Support planning and execution of donor-related events and small convenings, including compiling invitation lists, coordinating invitations and RSVPs, preparing name tags and background materials and assisting with follow-up correspondence.
- Coordinate logistics and provide administrative support for Major and Planned Giving travel and donor trips, including assembling itineraries, preparing materials and tracking follow-up.
- Help maintain organized digital files and shared drives for the Major and Planned Giving team, ensuring easy access to key documents and materials (e.g., proposals, reports, meeting notes and templates).
- Submit and track invoices, contracts and expense reports related to Major and Planned Giving activities in collaboration with Finance and Operations.
- Monitor and order supplies or materials needed for Major and Planned Giving activities, including print materials or event-related supplies, as appropriate.
3. Donor Stewardship, Cultivation, and Data Integrity
- Support donor stewardship processes for Major and Planned Giving portfolios, including coordinating acknowledgements, preparing mailing materials and ensuring that donor interactions and responses are accurately captured in the database.
- Help fulfill information requests and preparation of donor packets and customized materials for strategic donors and prospects, ensuring exceptional attention to detail.
- Assist in the preparation of stewardship and cultivation touchpoints (such as mailings, small-batch outreach and event follow-up) in collaboration with Major and Planned Giving staff and Development Operations.
- Maintain high standards of data hygiene, consistently applying organizational protocols for coding, documentation and recordkeeping in the fundraising database.
4. Internal Coordination and Special Projects
- Serve as a point of coordination between the VP, Major and Planned Giving team and key internal partners (e.g., Development Operations, Finance, Communications, Program and Executive Office) to ensure smooth information flow and alignment.
- Support the VP and Major and Planned Giving leadership with special projects, research and internal planning efforts (e.g., prospect research support, preparation for strategy sessions, or background on peer institutions) as assigned.
- Help track and organize Major and Planned Giving priorities and timelines, including proposal and report due dates, key donor and prospect milestones and internal planning deadlines.
- Embrace and model a mission-driven, collaborative and supportive attitude within the organization, contributing to a positive team culture.
- Perform other tasks as assigned.
5. Planned Giving Operations and Administration
- Review and sort incoming Planned Giving mail, distinguishing estate documents from other development correspondence.
- Scan weekly estate-related mail and upload documents to designated Box folders, maintaining clear and organized file structures.
- Create or convert estate records in NXT, ensuring accurate and timely data entry.
- Send all initial bequest communications for estates and trusts, following established templates and processes.
- Record incoming bequest checks in the Bequest Spreadsheet, add corresponding NXT actions, and provide checks to the appropriate staff member for deposit.
- Use Engage or other internal tools to research and help identify any missing or outstanding estate checks as requested.
- Coordinate notarization of documents and manage waivers, receipts and agreements in paper format, maintaining organized files.
- Process estate-administration-related invoices in collaboration with Finance, ensuring proper coding and timely payment.
REQUIRED SKILLS/QUALIFICATIONS/EXPERIENCE
- Minimum of two years of administrative, fundraising, project coordination or related experience, preferably in a nonprofit or philanthropic environment.
- Demonstrated experience supporting a senior leader or team in a fast-paced, mission-driven setting.
- Strong organizational and project management skills, with the ability to manage multiple priorities, deadlines and stakeholders with minimal supervision.
- High level of discretion, sound judgment and professionalism in working with confidential information and high-level donors, partners and leadership.
- In-depth knowledge of Microsoft Office applications (Word, Excel, PowerPoint) and fluency with mail merge; familiarity with virtual meeting platforms (e.g., Zoom, Teams).
- Experience working with a fundraising database such as Raiser's Edge or another complex CRM preferred; strong comfort learning new systems and technologies.
- Excellent written, verbal and interpersonal communication skills, including strong proofreading and editing abilities and the ability to communicate effectively with a variety of audiences.
- Personable, productive and able to work both independently and as part of a high-performing team, with self-direction and discipline.
- Strong attention to detail and commitment to delivering high-quality work on time.
- Authentic connection to the work and mission of ocean and environmental conservation.
EDUCATION/TRAINING
- Associate’s degree or equivalent work experience required; bachelor’s degree preferred.
COMPENSATION
Ocean Conservancy is committed to fair pay practices and posts expected salary ranges for each of its positions. Compensation will be commensurate with the candidate’s specialty skills, years of experience, location, and unique background. The expected minimum salary is $70,000. We would welcome the opportunity to connect with potential candidates whose salary requirements may be outside of the expected range.
TO APPLY
If you think you’d be a great fit for the job and are interested in joining Ocean Conservancy’s team, please apply here. Please include a resume and cover letter in one file on your application.
HYBRID WORK ENVIRONMENT
Ocean Conservancy embraces a hybrid work environment, which allows our staff the flexibility to work virtually and in-person while building strong connections across the institution.
EQUAL OPPORTUNITY EMPLOYER
Ocean Conservancy provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state, or local laws.
This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training.
We encourage applicants who have a diverse level and range of relevant skills and experiences to apply. A 100% match is not required. We want to support employees’ career growth and in return, our employees help Ocean Conservancy grow into a stronger, more inclusive institution.