We're Hiring!

OVERVIEW:

The Planned Giving Council of Eastern Wisconsin (PGC-EW) is a not-for-profit professional association of individuals whose work includes developing, marketing, structuring, and administering major charitable gifts. The PGC-EW is a member council of the National Association of Charitable Gift Planners and fosters the professional growth of individuals involved in charitable gift planning or fund development by providing education, networking and other resources.

The PGC-EW currently has around 60 members and we carry out our mission through regular educational offerings, networking events and other gift planning resources.

We seek a part-time contractor (est. 30 – 50 hours/month at $25-$30 per hour) Council Administrator who will serve as the coordinator of all meetings and events, act as administrative consultant to the volunteer Board of Directors, and provide financial administration and other administrative responsibilities as outlined below.  

The successful candidate will enjoy working with people and have excellent communication skills. We seek an Administrator who is organized, detail oriented, skilled at multitasking, technologically proficient and who cares about philanthropy in our community.  Familiarity with common gift planning vehicles is helpful but not required. This position reports to the Council President.

RESPONSIBILITIES INCLUDE:

Administration (25%)

1. General Management:  The Council Administrator will be responsible for overall operations of the Council, including contact with officers and board members and the implementation of policies and procedures. The Administrator will serve as the primary liaison to the members and will monitor and respond to general member inquiries. The Administrator will maintain all council records and assist the council in promoting a positive and professional image. The Administrator will act as an agent of the Council in negotiating contracts.

2. Membership File Management:  The Council Administrator will work with the national office to maintain a current electronic database of council membership and member prospects, in accordance with the information requirements of the Council. 

3. Financial Management: (Proficiency with QuickBooks or other accounting software is helpful but not required.)

• Accounts Payable: Preparation of checks, check request forms and maintain copies of all transactions
• Accounts Receivable:
• -- Invoicing for meetings and non-dues income
• -- Produce regular financial statements for board review and discussion
• -- Assist in yearly budget preparation
• PayPal: Monitor payments through PayPal, transfer to bank account and issue invoices
• 990: The Council Administrator will provide membership and association records on behalf of the council for the timely filing of 990 and other required reports. 

4. Board of Directors: 

• The Board of Directors is comprised of 8-15 board members and meets four times annually for 1-2 hours. 
• The Council Administrator will staff the Board of Directors including scheduling, preparation of materials, and taking minutes.
• The Administrator will coordinate the Annual Meeting including the nomination and election of officers by the membership.

5. Legal Documents: The Council Administrator will maintain all required council legal documents and contracts.

Membership (25%) - The Council Administrator will:

• Continue and refine a system to invoice and follow up with lapsed members via email and phone on a monthly basis
• proactively search for updated contact information of lapsed members
• be responsible for maintaining membership services 
• monitor services and assist in evaluating new services on an on-going basis
• serve as liaison to NACPG for membership listings and updates 
• maintain and properly distribute email for the council
• serve as primary contact for membership 
• maintain the supply of membership materials and mail to prospective members and new members as appropriate
• prepare membership reports and directory for the Board meetings.

Program Support (25%)

1. Educational Programs: The Council generally holds 4 program meetings per year.  The Council Administrator will: 

• create promotional materials and establish promotional calendar for educational programs
• receive and track reservations and payments 
• attend the meetings to assist at the registration desk or host virtual platform
• log payments received at the event and prepare and mail invoices for payments not received
• prepare name tags and make all logistical arrangements

2. Speakers: The Council Administrator will:

• make or coordinate travel and logistical arrangements for all program speakers
• process expense reimbursements 
• prepare handouts
• generate and tabulate program evaluations

3. Annual Conference: The Council Administrator will:

• attend committee meetings as relevant and able
• assist the committee chair in coordinating committee activities
• prepare and process promotional emails for Council happenings
• receive registrations, log payments at the event and prepare invoices for payments due
• manage speaker and venue logistics 
• prepare solicitations to potential sponsors
• receive contracts and payments from sponsors 
• prepare invoices 

4. Planned Giving Workshop Series: The Council Administrator will:

• coordinate logistics with workshop presenters and volunteers
• receive and track reservations and payments 
• prepare and distribute directory to attendees
• generate tabulate program evaluations
• day of help with technical portion

Marketing & Social Media (25%)

1. Website: The Council Administrator will keep the website up-to-date and will coordinate with outside vendor(s) on web-based registration for events, such as Constant Contact, as directed.

2, Social Media: The Council Administrator will develop an online social media presence to increase awareness and connectedness between council members. Monitor questions and chats. Generate conversations and develop regular posts to increase member engagement.