Administrative Assistant, Gift Planning

Palo Alto, California
Jun 12, 2019
Jul 12, 2019
Focus Areas
Healthcare, Human Services
Position Type
Full Time

At the Lucile Packard Foundation for Children's Health, we are a team of dedicated individuals with a shared commitment to helping kids and families live healthier lives.

We do this by:
• Fundraising for Lucile Packard Children's Hospital at Stanford and the maternal and child health programs of Stanford University School of Medicine.
• Raising awareness of children's health issues.
• Promoting a system of care that improves the lives of children with special health care needs and their families  


The Administrative Assistant for Gift Planning provides administrative support to the Gift Planning team. Primary responsibilities include, but are not limited to drafting, reviewing, and/or editing letters and communications; scheduling and confirming meetings as well as Hospital tours; assisting with departmental mailings; and maintaining electronic and paper files for Gift Planning prospects, donors, and advisors, as well as lists for different constituent segments.  The Gift Planning Assistant performs a wide variety of routine and non-routine job functions.


Prospects/Donor Relations/Stewardship

  • Create lists and pull data from the Raiser’s Edge database.
  • Develop, organize, and maintain lists of donors and prospects.
  • Assist the Donor Relations team with execution of stewarding/prospecting events.
  • Ensure that Gift Planning donors receive birthday and holiday greetings.
  • Set up and confirm meetings with prospects/donors.
  • Manage allied professionals lists and assist the Gift Planning team with professional seminar marketing and events.


  • Responsible for administrative needs of the Gift Planning team including scheduling team meetings and managing the team task list.
  • Responsible for creating and updating records in the Raiser's Edge database to reflect recent donor contact, gift discussions, and outreach efforts.
  • Draft correspondence, briefings, and presentations per the Foundation and Hospital branding requirements.
  • Assist in drafting, reviewing and editing communication pieces.
  • Point of contact for the Gift Planning marketing service (scheduling of copy deadlines, tracking expenditures, and other issues that may arise).
  • Coordinate donor, prospect, and advisor meetings and hospital tours.
  • Complete expense reports for the Director of Gift Planning and assist with updating the departmental budget tracker.
  • Format, address, and mail letters and proposals. This includes mail merges and the tracking of certified/return receipt mail.
  • Photocopy/scan correspondence and maintain electronic and physical filing systems.
  • Answer all incoming calls to the Gift Planning main line, take messages, and track all calls and donor tour offers.
  • Call donors, prospects, and others for administrative and stewardship reasons.
  • Recommends new approaches, procedures and processes to effect continual improvements in efficiency of department and services performed.
  • Regular and predictable attendance is required.

NOTE:  We are a dynamic organization in a rapidly changing industry.  Therefore, the responsibilities associated with this position will change from time to time in accordance with LPFCH’s business needs.  More specifically, the incumbent may be required to perform additional and/or different responsibilities from those set forth above.



Required: A college degree or equivalent experience


To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.


  • 2+ years’ experience providing exceptional administrative support to teams.
  • Exceptional writing and editing skills to draft and format business letters and memos.
  • Ability and willingness to perform a high volume of data entry work with precision and accuracy.
  • Highly organized with meticulous attention to detail.
  • High level of productivity, initiative, and excellent judgment.
  • Ability to exercise good judgement and handle confidential and sensitive information with the utmost discretion.
  • Ability to handle multiple projects simultaneously in a fast-paced and busy environment.
  • Demonstrated ability to work collaboratively with a diverse staff across an institution; strong team player with recognized leadership capacity and excellent interpersonal skills.
  • Excellent verbal and written communication skills, including ability to communicate directly and effectively with others.
  • Tactfulness, flexibility, and creativity are essential in working with diverse population groups (constituents, physicians, faculty, staff, vendors, etc.).
  • Proficiency in Microsoft Word, Outlook, Excel, and PowerPoint.
  • A demonstrated ability to produce high quality work with minimal errors when performing a variety of functions such as typing, text editing, data entry, file management, and calculations is required.  
  • Ability to work independently in a team environment.
  • Proven ability to be resilient and adaptable in the face of changing priorities.
  • A genuine interest in children and their health.


  • Experience using fundraising database software such as Raiser's Edge.
  • Previous experience in gift planning for a non-profit organization.
  • Prior experience in development or financial services is a plus.


We know that building a diverse and inclusive workforce is key to our success and enables us to do extraordinary work for kids and their families.  When you become part of our team, you’ll be joining a group of passionate and dedicated individuals who truly care about and believe in the work they do.

We provide competitive compensation and a wide range of benefits designed to meet the needs of our employees and their families. We are strong supporters of work life balance. Learn more by visiting the careers page on our website.

Apply online by submitting a cover letter and resume.

The Lucile Packard Foundation for Children’s Health is an equal opportunity employer. Women, minorities, veterans and persons with disabilities are encouraged to apply.

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