Philanthropic Services Associate

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Department Function: The purpose and function of the Philanthropic Services Department of National Philanthropic Trust is to provide services to our Supporting Organizations, Special Projects and concierge level donors as well as cultivate new relationships in these domains.  Philanthropic Services also provides specialized grantmaking support, service and information to donors and advisors on topics such as international grantmaking, grant agreements, Philanthropic Advisor Network, impact investing, NPT-UK and other related philanthropic topics that may amplify their giving.


The Philanthropic Services Associate is responsible for the administratively efficient functioning of our Supporting Organizations, Special Projects, Concierge Level donor service offerings, and various governance needs of the organization.  This position is responsible for supporting the Philanthropic Services team.

Primary Functions and Essential Responsibilities

Direct Responsibilities and FunctionsSupport the administrative needs of the Philanthropic Services Department, including providing exemplary service to concierge level donors.

Concierge Accts: Provide exemplary administrative support for c-level account needs.  Transcribe grants for c-level donor who phone or email grants; track down c-level grant inquiries, assist with c-level requests for statement, gift receipt or grant letter copies ; work with finance to identify new c-level accounts on a monthly basis and prepare outreach materials; mail /email c-level materials ; schedule calls with FA / Banker/Gatekeeper for Concierge accounts; ensure proper handling of all gift receipts, thank you etc.

Concierge Data aggregation: track all data points for c-level account touch points and usage through SalesForce; compile grant / contribution history and specialized services usage information; compile information for annual report; track usage of free international grants/ grant agreements / PAN; Monitor and track open cases in “VIPService” view in Salesforce

Administration of Philanthropic Services Drive:  Ensure proper record keeping and consistency of Philanthropic Services Drive resources

Supporting Organization and Special Project Administrative Support: producing custom grant letters and running reports; assist with special project prospecting research; create first draft of posts to Board Effect for ultimate review by SO board after internal review; interact directly with the Grants /Ops regarding approval of grants and raising of funds, as well as incoming contributions for Special Projects; assist with creation of Supporting Organization bi-annual activity reports.

Supporting Organization board meeting arrangements: identify meeting date availability; board briefing book planning and preparation; liaise with meeting location assistant and arrange place, meal, hotel, transportation; schedule pre-meeting calls with NPT SO board members; schedule pre-meeting call with key contacts for each SO; organizing post meeting follow-up items; preparing travel reimbursement requests for SO board members.

St. Agatha Call Support: Assist with handling St. Agatha calls and routing to proper grantee contact; send reminders to team members for quarterly reports; responsible for uploading finalized quarterly reports and for populating data into spreadsheets to assess St. Agatha impact

Grant agreement and International grant tracking support:  tracking of grant agreements and reporting requirements across donor advised funds.  Follow-up with reporting required for any ER grants.

Provide additional staff support in Giving Season as needed

Leadership Responsibilities
  • Provide exceptional care and stewardship to our most key donor relationships
  • Using a partnership approach work with the other teams across the organization and the key business stakeholders
  • Identify new opportunities and services NPT can provide and work with leadership to determine the marketability of such opportunities and services
Quality and Process Improvements Responsibilities
  • Hold the highest level of regard for our donors and their charitable gifts/grants
  • Strive to provide donors with a “best in class” donor experience
  • Respond to donor needs within 24 hours or less
  • Suggest methods to improve service to our donors, or add efficiencies
  • Work with management team to document procedures and processes that ensure the effective and efficient utilization of departmental resources, and that support NPT’s standards, procedures and strategic directives
  • Support special projects and performs other duties as assigned

The above list is not exhaustive, additional tasks may be assigned as necessary.



  • Undergraduate Degree required

 Required Knowledge, Skills and Abilities:

  • Communication: Must possess excellent written and oral communication skills, organization, interpersonal and presentation skills.
  • Analytical/Detailed Orientation: Must demonstrate strong attention to detail and organizational skills, with the ability to prioritize projects.
  • Flexible/Adaptable: Easily adjusts to rapid changes and needs with multiple competing priorities.
  • Commitment to Quality: The science of quality and a commitment to such is key to success in this role. Must have extremely high standards of personal performance.
  • Integrity: Must possess unquestioned personal integrity and reliability; keep commitments, admit mistakes, accept responsibility for all departmental output and results, maintain confidentiality when necessary and appropriate, and act in the best interest of the organization.
  • Proficiency in MS Office with expertise in Microsoft Word, PowerPoint and Excel
  • Ability to analyze data and produce data reports

 Required Experience:

  • 3 to 5 years of relevant experience
  • Philanthropic experience preferred
  • Demonstrated experience handling client concerns and issues with tact and diplomacy
  • No Travel required

About Us

National Philanthropic Trust (NPT) is a public charity dedicated to providing philanthropic expertise to donors, foundations and financial institutions, enabling them to realize their philanthropic aspirations.

NPT was founded in 1996. Since that time, we have raised $10 billion in charitable contributions and currently manage $6.2 billion in charitable assets. We have made more than 200,000 grants totaling $5 billion to charities all over the world. We rank among the 25 largest grantmaking institutions in the United States.

Our experienced staff of philanthropic professionals is fully prepared to help you establish and administer your donor-advised fund. NPT is led by a Board of Trustees composed of nationally-known experts in philanthropy and business.

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