Planned Giving Estate Administrator

General Description

The Wilderness Society seeks a Planned Giving Estate Administrator to contribute to a vibrant planned giving program helping donors realize their charitable goals through informed and impactful giving in support of our mission.  The primary role of the Planned Giving Administrator is to oversee the administration of estates and testamentary trusts, of revocable and irrevocable planned gifts and the charitable gift annuity state regulatory compliancy.  The administrator is responsible for monitoring the maturation of estates and ensuring delivery of revenue.  Additionally, the administrator is responsible for providing excellent service and key stewardship to all applicable parties.

This position plays an important role in supporting an inclusive organizational culture that is grounded in trust and accountability to shared goals and outcomes.  TWS has made diversity, equity, and inclusion strategic priorities for the organization and the Planned Giving Estate Administrator will integrate these priorities throughout their work.  Across our team, we aspire to be campaign oriented, nimble, collaborative, innovative, transparent, and supportive of staff – our greatest asset.  ** The preferred location for this position is Denver, CO.  Other locations may be considered**

Essential Duties & Responsibilities

Estate and Trust Administration

The Estate Administrator will….

  • Administer TWS interests in estates in probate, manage testamentary trusts and oversee resolution of planned gifts to ensure donor’s intentions are realized.
  • Review legal documents, prepare correspondence, complete forms and produce documentation as necessary, and maintain a comprehensive record of estate activity in TWS database.
  • Be able to work independently as a decision maker, addressing a wide range of estate issues that include tax compliance, investment oversight, the securing of distributions, and providing reports and information for audits.
  • Maintain both paper and electronic files to track gift intentions, anticipated income, and the status of open estates. Ensure that all bequests are distributed according to the donor's wishes and in line with TWS gift acceptance policies.
  • Maintain the necessary account information for donor/estate related matters, including providing documentation (i.e. death certificate) to custodian, recording deaths and issuing necessary documents and reports to family members and/or executors/attorneys. Ensure donor-estate recognition in annual report, mailings, tributes, etc. as appropriate.
  • Acknowledge all gifts received and send condolences in a timely manner.
  • Establish and cultivate relationships with executors, family members, co-beneficiaries, trustees and attorneys to ensure active communication with all relevant parties until maturation of an estate.
  • Maintain files and monitor account information on a portfolio of revocable and irrevocable testamentary trusts where TWS has been named as remainder, perpetual, or discretionary beneficiary. Review reporting from trustee and ensure timely and accurate recording of new irrevocable gifts according to FASB rules and coordinate efforts with trustee to ensure delivery of trust information for annual revaluation of trusts.
  • Act as liaison with TWS planned giving asset custodian and/or trustee for the administration of the charitable gift annuity funds to ensure accurate recording of data and donor information, including the preparation of the necessary reporting for both the finance department and State Insurance Commissions to ensure compliance, and the timely submission of state filings.
  • Use existing queries and reports to pull data relevant in assisting the director with analysis of the program and evaluating closed estates.
  • Work with both the Strategic Services and Finance teams to ensure accurate processing of all planned gifts.


Experience and Competencies

The Estate Administrator will have….

  • Experience in estate administration, planned giving or a related field such as finance or law with 3-5 years of related activity; or a bachelor’s degree in the field of business, law or finance; or an equivalent combination of education and experience in these fields.
  • Working knowledge of planned giving techniques, current trends in philanthropy, and estate and financial planning for individuals.

Desired Characteristics

The Estate Administrator will be/have….

  • A collaborative team member with emotional intelligence, creativity, flexibility, initiative and a track record of working in a solution-oriented manner.
  • Able to work independently in a dynamic environment, exercise good judgment and decision-making to achieve time sensitive goals and meet project deadlines.
  • Clear and effective communications skills, in person or via telephone, in a manner that can be understood by those with whom the Estate Administrator is speaking.
  • Working successfully in teams representing a rich mix of talent, backgrounds, and perspectives.
  • Possess general computer proficiency in Microsoft Office, a CRM database and planned giving software, preferably PG Calc Manager and PG Calc Giftwrap.

The Wilderness Society offers a competitive salary and benefits package, including: health, dental, vision, life and disability insurance; sick and vacation leave; a sabbatical program; and a retirement plan.  TWS is an equal opportunity employer and actively works to ensure fair treatment of our employees and constituents across culture, socioeconomic status, race, marital or family situation, gender, age, ethnicity, religious beliefs, physical ability, veteran status or sexual orientation.

As an organization, we aspire to being inclusive in the work that we do, and in the kind of organization we are.  Internally this means working as a team that listens to different points of view, recognizes the contributions of every employee and empowers each employee to bring their whole selves to work every day.  Externally this means ensuring that public lands are inclusive and welcoming, so that our shared wildlands can help people and nature to thrive.  We are committed to equity throughout our work, which we define as our commitment to realizing the promise of our public lands and ensuring that all can share in their universal benefits.

To learn more about our commitment, please see

For consideration, please submit your resume through our online application system.

Please check your e-mail for a link to activate your account.